Bureau of Indian Affairs

Report
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Dolores M. Ayotte, Awarding Official,
Level II, (907) 271-4086
E. Marlane Shanigan, Awarding Official
Level 1, (907) 271-4171
Norma Jean Dunne, Awarding Official.
Level 1, (907) 271-4170
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Road Construction Contracts (Standards)
638 Proposal/Responsibilities
Management Systems
Payments
Direct vs. Indirect Costs
Audits
Reports
Modifications
Close-Outs
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Standards 900.125 (a) 1 through 11
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Statements 900.125 (b) 1 through 10
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A construction contract proposal shall contain
descriptions of the standards under which the
tribe will operate the contract
The tribe shall also include statements in its
construction contract proposal.
Assurances 900.125 (c) 1 through 8
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The tribe will provide assurances in its
contract proposal.
1. provisions regarding the use of licensed and qualified architects
2. applicable health and safety standards
3. adherence to applicable Federal, State and local or tribal
building codes and engineering standards
4. structural integrity
5. accountability of funds
6. adequate competition for subcontracting under tribal or other
applicable law
7. the commencement, performance and completion of the contract
8. adherence to the project plans and specifications (including any
applicable Federal construction guidelines and manuals)
9. the use of proper materials and workmanship
10. necessary inspection and testing
11. a process for changes, modifications, stop work and
termination of the work warranted
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
For Design contracts, the construction documents will be
produced in accordance with the SOW.
The facility will be built in accordance with the construction
documents produced as a part of design activities. The project
documents, including plans and specifications, are hereby
incorporated into this contract through this reference.
Proposed methods to accommodate the responsibilities of the
BIA from 900.131.
Proposed methods to accommodate the responsibilities of the
Tribe from 900.130.
Contract Budget as described in 900.127
Period of Performance
Payment Schedule as described in 900.132
Statement indicating whether tribe has a CMS contract
Current authorizing resolutions
Any additional responsibilities of the BIA in addition to 900.131
1. Assurance for Real Property titles
2. Lead-Based Paint Poisoning Prevention Act
3. Title II and III of the Uniform Relocation Assistance
and Real Property Acquisition Policies Act of 1970
4. Davis Bacon Act (except for work performed by tribal
employees)
5. Flood Disaster Protection Act of 1973
6. Compliance with all applicable Federal
environmental laws, regulations, and Executive
Orders
7. Wild and Scenic Rivers Act of 1968
8. Section 106 of the National Historic Presentation Act
of 1974
The Tribe is responsible for the
successful completion of the
project in accordance with the
approved contract documents.
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Subcontract with licensed and qualified
consultants.
Administer and dispense funds in accordance
with 900.42-45, 900.51 & 900.60
Construct the project in accordance with project
construction documents.
Direct consultants and contractors , facilitate the
flow of information, resolve disputes, monitor
work of subcontractors.
Make project documents available to the BIA.
Provide a contract close out report.
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Encourage full Tribal participation
Promptly notify Tribe of concerns and issues
Final Environmental Determinations
Approve Changes to the Contract
Perform Monthly Monitoring
Require the Tribe to Suspend Work
Perform Final Inspection
Terminate the Project for Cause - for non compliant work
Terminate the Project for Convenience - with Tribal
agreement
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Financial
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Trace all contract funds
Submit financial reports
Maintain records showing how $ was spent
Account for Real, personal property & other assets
Have Budget Controls
Must be Allowable (OMB A-87)
Procurement
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Insure Vendors/Subcontractors follow Tribes procurement policies
Govern Performance of its employees
Provide for full and open competition
Define “major procurement” Transaction
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Property
Account for ALL property , requirements for use,
care, maintenance, & disposition
 Be in accordance with tribal law & procedures
 Tract personal property $5,000
 Sensitive personal property (firearms)
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Accurately describe the property, serial
number, source, title holder, acquisition date,
cost, location, use and condition
Inventory every 2 years
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Real & Personal Property donated after
10/15/94 under PL 93-638 shall automatically
vest with the Tribe
(11/09/2000 BIA Memorandum from Chief
Financial Officer, Office of Management &
Administration)
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All awards are made under a Fixed-Price type
contract
You will be receive instructions on the new
ASAP
If not enrolled and you do receive grant
funding through BIA, it is highly
recommended that ASAP enrollment be
completed as soon as possible.
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FBMS is an integrated DOI program replacing
FFS
Contains financial, acquisition, real and
personal property management
BIA FBMS SharePoint Site
Deborah Moberly, Indirect Cost Services
Coordinator
Acquisitions Services Directorate
National Business Center, DOI
916-566-7105
[email protected]
Costs that support all programs or activities (indirect),
and
Costs that directly benefit individual programs or
activities (direct)
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Accounting
• Salaries
Audit
• Fringe Benefits
Human Resources
• Office Supplies
Executive Director & Receptionist
• Purchases
Payroll
• Travel
Communications
• Depreciation
Rent
• Printing/Copying
Utilities
• Equipment Lease/
Bank Charges
•
Repair
Insurance
• Minor Equipment
If a Tribe spends more than $500,000 in total
federal financial assistance, it must send a Single
Audit w/Form SF-SAC to the Federal Clearing
House plus one additional copy for each funding
agency that has a finding.
The Tribe must also send 2 copies of the audit to
the Office of Audit & Evaluation, Office of the
Asst. Secretary, Indian Affairs, DOI, Paker
Building, 2051 Mercator Drive, Reston, VA 21092
703-390-6357
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SF-269 Reports
Totals amount paid out by the tribe previously and in
the current period
Contract Amount
Unobligated Balance
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SF-425 Reports
Cumulative total of what the tribe has drawn down
Total amount paid out by the tribe
Contract Amount
Unobligated Balance
FINAL FINANCIAL REPORT
Contractor Name:
Invoice No.:
FINAL
.
FY-_________
Contract Number:
Date:_______________
Months of:
A
Line
Item No.
__.
.
B
C
D
E
F
G
Account Description
Original
Budget
Current
Expenditures
Prior
Expenditures
Year to Date
Expenditures
Balance
Totals:
Total Expenditures
Less reimbursement of advance, if any:
Total reimbursement claimed:
In accordance with the Contract and this reimbursement request, the
Contractor/Subcontractor is entitled to payment in the amount shown
above.
CONTRACTOR/SUBCONTRACTOR CERTIFICATION: I hereby certify that this report
is true and correct to the best of my knowledge and that all expenditures reported
herein have been made in accordance with the appropriate contract policies and for
the purpose set forth in the application and award.
Name:________________________________________ Date:____________
CONTRACT OFFICER REPRESENTATIVE
(X)
Name:______________________________________ Date:________________
CONTRACTOR/SUBCONTRACTOR
SF269a
SF425
 Narrative describing work accomplished.
 The percentage of the work completed.
 A report of funds expended for the period and for the
entire project.
 Initial Schedule of Values and any updates.
 Initial Work schedules and any updates.
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The BIA provides the Tribe with assistance in all
technical matters including:
 Proposal preparation
 Advance Payments
 Quarterly Reports
 Modifications
 Providing documentation, records reports, etc.
The Tribe may NOT issue a change order to a
construction subcontractor that:
will exceed the contract budget
 will exceed the performance period
 is a significant departure from the
scope or objective of the project
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Tribe requests a modification in writing to BIA
Roads.
BIA Roads forwards to BIA Contracting.
AFTER the BIA AO and the Tribe have both
signed the modification, work on changes can
be made.
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Final Financial Status Reports
Final Narrative Report (be sure to state what
the deliverables were and if they were
accomplished)
Audit (if any)
Release of Claims
Equipment Report

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