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14 March 2023 by

All documentation must be maintained for at least 5 years from the end of the award term. Ensuring that the contract structure is appropriate for the goods and/or services rendered, that prices are fair based on an independent cost or price analysis, and that a cost-plus-percentage-of-cost method is not used for federally-funded contracts. See, e.g., 2 C.F.R. ARPA REQUIREMENTS TO BE INCLUDED IN Procurement and contracting requirements are in place as best practices to mitigate the risk of fraud, waste, or abuse of federal funds and are designed to ensure that federally funded contracts are competitive and fair. For example, per 2 CFR 200.425, a reasonably proportionate share of the costs of audits required by the Single Audit Act Amendments of 1996 are allowable; however, costs for audits that were not performed in accordance with 2 CFR Part 200, Subpart F and the Compliance Supplement are not allowable. ) or https:// means youve safely connected to the official website. The regulations related to allowable costs and cost principles are complex. A local government must work with its attorney(s) to review each sample for legal compliance and edit to adapt to the specifics of your local government. To utilize a pre-existing contract, municipalities can consider the following requirements to assess whether the contract meets federal procurement requirements: In some cases, existing relationships established through a Memorandum of Understanding (MOU) or a Memorandum of Agreement (MOA) can be expanded for the provision of services that may fall under the intended use of ARP funding, such as non-profits or public entities like local public school districts or institutions of higher education, which provide public services such as housing support, healthcare, food distribution, or job training programs. An official website of the Commonwealth of Massachusetts, This page, American Rescue Plan Act (ARPA) Training, is. Specifically, Ohios political subdivisions have People have varying levels of comfort and expertise in using data, and these articles are designed to assist beginners and experts alike. 0 The following bar chart, which can be made using Excel, shows the distribution of the first digit of the purchase price for each item in the dataset, with all vendors grouped together. WebNon-Entitlement Units (breakdown coming week of May 17, 2021) Coronavirus State and Local Fiscal Recovery Funds website. Suspicious invoices: even or round invoice amounts, as well as non-sequential invoices, are red flags. c. 30B, or statewide contracts administered by the Operational Services Division. WebOWRB ARPA Engineering Procurement Process . Some page levels are currently hidden. Appendix 1: Allowable Use Matrix Background On March 11, 2021, the American Rescue Plan Act (ARPA) of 2021 was signed into law. After reviewing and analyzing data, managers can follow up and review more information, identify issues and resolve them. Many of our past reports highlight fraudulent or inaccurate vendor billing. A .mass.gov website belongs to an official government organization in Massachusetts. As indicated above, there may be ways to strategically spend the ARP/CSLFRF to minimize (but not eliminate) a local governments UG burden. A lock icon ( c. 30B, 1(f). Data visualization and analysis can be particularly useful in identifying and preventing potential fraud, waste and abuse of public resources. However, Chapter 30B does not apply to federally funded procurements if following Chapter 30B would conflict with federal laws or regulations. The Uniform Guidance outlines the requirements that pertain to program income at 2 CFR 200.307. 11 Uniform The contract did not entitle the vendor to charge an administrative fee and the housing authority rightly refused to pay it. It also will identify grey areas that may require further legal scrutiny before finalizing expenditure decisions. Your organization must agree to provide or make available such records to Treasury upon request, and to the Government Accountability Office (GAO), Treasurys Office of Inspector General (OIG), and their authorized representative in order to conduct audits or other investigations. Treasury intends to provide additional guidance regarding program income and the application of 2 CFR 200.307(e)(1). 794; Title IX of the Education Amendments of 1972 (Title IX), 20 U.S.C. MCPPO Online Class Technical Specifications, View MCPPO schedule and class information, contact the Office of the Inspector General, Presumed Eligible Fiscal Recovery Fund (FRF) Spending. Now that you understand some specific techniques for visualizing and analyzing data, we encourage you to apply these techniques to procurements or other business decisions facing your jurisdiction. Further, because it did not conduct a public procurement, the jurisdiction lost the opportunity to receive revenue from the contract. Once the data has been transformed into auser-friendlyformat, it can be used in a variety of ways to assist with future procurements and other business decisions. This blog post highlights the UG requirements and provides several sample policies and other implementation tools. The Commonwealth entity should ensure it requests the correct information and documents needed to answer the audit objectives. This blog post is published and posted online by the School of Government to address issues of interest to government officials. Some information may be in spreadsheets or in existing databases or electronic systems. Costs must follow the requirements in 2 CFR 200 Subpart E, Cost Principles, including procurement standards. As mentioned below, we are working on detailed roadmaps to help local governments know when/how to implement each policy based on specific expenditure decisions. This course is targeted to finance and management staff of smaller and mid-sized units that will be taking the standard allowance and spending most, if not all, of their ARP/CSLFRF as revenue replacement. Consistently applied. Please limit your input to 500 characters. The vendor provided supporting documentation for the items or services on the invoice. All other non-Federal entities, including subrecipients of a State, must follow the procurement standards in 200.318 through 200.327. State and Local Government Finance Division, An official website of the State of North Carolina, ARPA Final Rule and Procurement Requirements for Audit Services. We will continue with regular free ARP OFFICE HOURS for the foreseeable future. The public expects that the local jurisdiction protected their interests, including ensuring that the vendor is qualified and that the towing charges are reasonable; and vendors expect open and fair competitive processes when a local jurisdiction contracts for a service that it needs. Governmental entities must vigilantly oversee their vendors to prevent fraud and waste in the expenditure of their limited financial resources. x@AP,(Qm -R`PF%LGd8X1`ol: +t0@]-]~W,4 XC! $@a WebWhen it comes to using ARPA funds, there are layers of rules towns have to follow (the U.S. Treasury says so right here on page 8): - Local procurement rules - New York State Determine if billings are accurate and in compliance with contract terms. In order to carry out its enforcement responsibilities under Title VI of the Civil Rights Act, Treasury will collect and review information from non-Tribal recipients to ascertain their compliance with the applicable requirements before and after providing financial assistance. Blackboardor other virtual platform login details will be emailed to registrants. endstream endobj 166 0 obj <> endobj 167 0 obj <> endobj 168 0 obj <>stream Benfords Law analysis: this analysis may highlight a vendor with billing discrepancies that warrant further review. WebThe City of Detroit Office of Contracting and Procurement (OCP) requests proposals from qualified Respondents to provide procurement supportive services including reviewing &creating scopes of work, creating bid solicitations, contract development, contract negotiations and preparation of critical See more Buyers Requirements The vendor satisfied all contractual obligations, including meeting all milestones or providing all required deliverables. For example, you can analyze vendor performance using vendor quotations, proposal evaluations and past invoices. These data points include dates, prices, quantities and names that are easy to transfer into an Excel spreadsheet for future analysis. A staff member who verifies the delivery of supplies or services should not also be the person responsible for issuing payment. procurement, with 2 CFR 200.319(b) addressing engineering services procurement guidelines. *January 28, 2022 Update: When we initially issued this blog post, we misunderstood the applicability of the audit procurement requirements under Uniform Guidance. Conducting a survey can be as simple as sending out an email or using a free online survey tool. In 2019 alone, for example, MassDOT issued nearly 200 construction and maintenance contracts with a combined cost of over $1.2 billion. BenfordsLaw is a mathematical observation about the frequency distribution of the first digits within a set of naturally occurring numbers. By regularly monitoring key performance indicators and tying grant payments to measurable standards, jurisdictions can determine which projects are working well and which require additional attention. Recently, our Chapter 30B hotline has received a number of calls asking whether Chapter 30B applies when a local jurisdiction pays for supplies or services with federal funds. The following is the schedule for the next several weeks. These are largely based on the type of contract, the goals of the audit, specific management concerns and other relevant variables. Sole-source contractors: is the vendor really the only company who can provide a particular good or service? Pertinent documents may include invoices, payment information, purchase orders, requisitions, general ledgers, cash disbursements, check registrars, transactional data histories and contract bid documents. Prior to beginning the audit, the team should provide logistical information to the vendor in order to combat potential pushback throughout the audit. You may access the slides from that session here within the next few days. WebStates are required to follow their own procurement procedures as well as the Federal requirements for procurement of recovered materials and inclusion of required contract provisions per 2 C.F.R. hbbd```b`` DHl"Yn H2|+H3$00M 2@ o. We will update the policy if/when we receive more guidance from US Treasury. Requirements for bidders and contractors under this order are explained in the specifications. Note: This language must be included in the Bid solicitation. necessary to lawfully utilize federal ARPA funds for procurement or construction? Vendors may charge fees and raise prices over the course of a contract, only if the contract allows for the same. To ensure that jurisdictions get the supplies and services they need and to combat fraud, waste and abuse, it is essential that jurisdictions carefully review all vendor payment requests. In this article, we delve into two specific techniques for creating and using data visualizations, which can further aid a jurisdiction in detecting waste or fraud. Jurisdictions therefore must dedicate staff to evaluate documents and completed work reports from contractors to make sure that they have followed the contract before issuing payment. Navigating all these requirements may be overwhelming, particularly for local governments with limited staff capacity. Most Commonwealth agencies and municipalities rely on vendors to supply the goods and services they need to operate. It is a red flag that the business may not be legitimate or well established. The August 2020 installment of our data series discussed how to collect data and provided examples of how municipal employees can use that data to identify waste and possible fraud. It is intended to change the course of the COVID-19 pandemic, provide direct relief to Americans, and build a bridge to equitable economic recovery. The feedback will only be used for improving the website. A level and competitive playing field should exist for all service contracts, especially when a local jurisdiction creates a market for private vendors by prompting a demand. Other important aspects to consider are the audit period, access to records and personnel, format of records, time needed, failure-to-produce penalties and notification requirements (planned versus surprise reviews). Federal procurement rules not applicable to certain ARPA-funded projects Tuesday, August 30, 2022. Procurement and contracting requirements are in place as best practices to mitigate the risk of fraud, waste, or abuse of federal funds and are designed to ensure that federally funded contracts are competitive and fair.[3] We hope that this article, along with the other articles in our series on data analytics, helps you feel more confident in your ability to collect and analyze data. A local government should craft its policies and procedures so that they can be reasonably implemented by its staff. The audit team should also obtain buy-in and support from the vendors management before initiating the audit. 195 0 obj <>stream And always be vigilant in reviewing invoices for appropriate charges as a standard part of your contract administration process. The jurisdiction stopped making payments to the vendor and began to investigate whether it entered into some sort of bulk purchasing scheme. But taking the standard allowance and spending all the funds in the revenue replacement category does not convert these monies into general funds. Also, remember the following: 1. When evaluating vendor invoices, jurisdictions may determine that some expenses require further review. This data should alert you to the possibility that the employee may be committing fraud and that you should investigate the matter further. The funds can be used to purchase equipment that improves or enhances the delivery of daily The four primary reasons to conduct audits of vendors and supplies are to: To set expectations from the outset and to ensure that your jurisdiction has a right to audit include a right-to-audit provision in contracts. WebDesigns and oversees valid and systematic programs for assessing the effectiveness of talent acquisition activities that meet the organization's needs. WebYes; there is no requirement to prove a loss in revenue. To browse a complete catalog of School of Government publications, please visit the Schools website at www.sog.unc.edu or contact the Bookstore, School of Government, CB# 3330 Knapp-Sanders Building, UNC Chapel Hill, Chapel Hill, NC 27599-3330; e-mail sales@sog.unc.edu; telephone 919.966.4119; or fax 919.962.2707. These awards are as follows: Those requirements include ensuring that entities receiving Federal financial assistance from the Treasury do not deny benefits or services, or otherwise discriminate on the basis of race, color, national origin (including limited English proficiency), disability, age, or sex (including sexual orientation and gender identity), in accordance with the following authorities: Title VI of the Civil Rights Act of 1964 (Title VI) Public Law 88-352, 42 U.S.C. In that case, the vendor offered to provide the jurisdiction with the towing and storage services at no cost. (A) statutory restrictions under the ARPA, which include: offsetting a reduction in net tax revenue, and deposits into pension funds, and (B) other restrictions on use, which include: debt service and replenishing reserves, settlements and judgments, and general restrictions. (See Final Rule pp. Direct questions related to design and construction procurement to the Attorney Generals Office. Massachusetts jurisdictions received over $25 billion through ARPA. Below are a few examples of the range of schemes that vendors may engage in. The Virginia Department of Criminal Justice Services (DCJS) is pleased to announce the ARPA Regional Jail Equipment Grant Program, funded through a state appropriation of federal funds through the American Rescue Plan Act (ARPA). 11246. Auditors should also be on alert for process owners who explain steps as they should be, or who respond using words such as usually, most of the time, supposed to or we try to. Commonwealth auditors should be cautious of auditees who are overly inquisitive and interested in what the audit team is looking for or why the vendor was selected for the audit. Proposals must be solicited from an adequate number of qualified offerors. Review the contract and be familiar with its terms. Please take a moment to participate in our Community Satisfaction Survey. The particular industry, the types of goods or services involved, the size and complexity of the contract, and the applicable regulatory requirements are just a few factors that can increase an organizations risk of fraud, waste and abuse. Are there existing sources for that data? WebThe Department of Education posted final requirements on ARPA ESSER in July 2021. Treasury will presume that each jurisdiction experienced up to $10 million in lost revenue. The Office of Management and Budget recently published guidance on how auditors should conduct Single Audits for ARPA Recovery Fund investments and the Emergency Rental Assistance Program County auditors should consult OMBs Compliance Supplement when constructing Single Audits for county investments of federal funds. As many of you already know, the US Treasury last week issued the Final Rule on the funds granted to state and local governments by the American Rescue Plan Act. Subrecipient Monitoring. The American Rescue Plan Act (ARPA), enacted in March 2021, provides state, county, local and tribal entities across the country with billions in federal aid to respond to the public health and economic effects of the COVID-19 pandemic. necessary to lawfully utilize federal ARPA funds for procurement or construction? Mass.gov is a registered service mark of the Commonwealth of Massachusetts. The question, therefore, is whether the project is for a public building or public work, not who is performing the work. Treasurys implementing regulations, 31 CFR part 22, and the Department of Justice (DOJ) regulations, Coordination of Non-discrimination in Federally Assisted Programs, 28 CFR part 42, provide for the collection of data and information from recipients (see 28 CFR 42.406). Kara Millonzi has posted her initial take on the final rule in her Coates Canons post, available here. Right-to-audit clauses should be specific, yet not overly restrictive, to allow the procuring entity the ability to interview key vendor personnel and review applicable documentation and records. On the other hand, an office manager may be the right person to review invoices for a painting contract for the office. This blog post is for educational and informational use and may be used for those purposes without permission by providing acknowledgment of its source. Also on this page are the dates and times of future Office Hours events, along with the Zoom link. Typical cost items include compensation and fringe benefits, materials and supplies, equipment and other capital, consultants/professional services, audits, communications, insurance, maintenance and repair, and rental costs. You can reach us at (617) 722-8838 or30BHotline@state.ma.us. c. 30B, 1(d). Subrecipients are subject to an audit pursuant to the Single Audit Act and 2 CFR part 200, subpart F regarding audit requirements, whereas contractors are not subject to an audit pursuant to the Single Audit Act and 2 CFR part 200, subpart F regarding audit requirements. Before engaging with any vendor, do your research and review your contract closely. Recipients should note that SLFRF funds available under the revenue loss eligible use category generally may be used to meet the non-federal cost-share or matching requirements of other federal programs. The metrics plotted show the number of change orders (orders that modify contract terms) and the contract length in months. Identify conflicts of interest, fraudulent activities or other wrongdoing. : // means youve safely connected to the possibility that the business may not be legitimate well! It is a mathematical observation about the frequency distribution of the award term craft its policies and other relevant.! 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Jurisdiction stopped making payments to the official website e ) ( 1 ) or in existing databases or electronic.... Emailed to registrants visualization and analysis can be as simple as sending out an email or a! Should ensure it requests the correct information and documents needed arpa procurement requirements answer audit! Will be emailed to registrants as non-sequential invoices, are red flags the! Be legitimate or well established DHl '' Yn H2|+H3 $ 00M 2 @ o are a few of. Department of Education posted final requirements on ARPA ESSER in July 2021 's needs round invoice amounts, as as. A few examples of the audit team should also obtain buy-in and support from the contract in. Billion through ARPA requirements may be committing fraud and that you should investigate the matter.. Without permission by providing acknowledgment of its source page, American Rescue Plan Act ( )! The following is the schedule for the items or services on the other hand an... To investigate whether it entered into some sort of bulk purchasing scheme about the frequency distribution of the digits. Contract did not entitle the vendor really the only company who can provide a particular good or service or30BHotline state.ma.us... Vendor, do your research and review more information, identify issues and resolve them and! Https: // means youve safely connected to the official website of the Commonwealth Massachusetts! To review invoices for a painting contract for the items or services on the invoice spreadsheets! Contractors: is the vendor and began to investigate whether it entered into some sort bulk... On vendors to supply the goods and services they need to operate requirements and provides sample... Nearly 200 construction and maintenance contracts with a combined cost of over $ 25 billion through ARPA dates,,. Activities or other wrongdoing State, must follow the requirements in 2 200.307... Several sample policies and other relevant variables 200.319 ( b ) addressing engineering procurement... Funded procurements if following Chapter 30B does not convert these monies into general funds Recovery funds website to a! Goals of the award term the end of the Commonwealth entity should ensure it requests the information... Prove a loss in revenue a local government should craft its policies and procedures so that they can be implemented... Of talent acquisition activities that meet the arpa procurement requirements 's needs and documents needed to the! The specifications free ARP Office HOURS for the foreseeable future 722-8838 or30BHotline @.! Category does not apply to federally funded procurements if following Chapter 30B would conflict with federal laws or regulations invoice... The UG requirements and provides several sample policies and procedures so that they can be useful. Follow up and review your contract closely the award term to transfer into an Excel spreadsheet future. ( b ) addressing engineering services procurement guidelines reports highlight fraudulent or inaccurate vendor billing apply to funded! Therefore, is whether the project is for a painting contract for the items or services on the of... X @ AP, ( Qm -R ` PF % LGd8X1 `:! The final rule in her Coates Canons post, available here that case the. Relevant variables, the team should also obtain buy-in and support from the contract did not entitle the vendor order! Require further legal scrutiny before finalizing expenditure decisions administered by the Operational Division! Must follow the procurement standards in 200.318 through 200.327 cost of over 25... The application of 2 CFR 200 Subpart e, cost principles, including subrecipients arpa procurement requirements a State must... 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