Procurement Technical Assistance Program General Terms · PDF fileProcurement Technical Assistance Program General Terms and Conditions . ... PART 4: FINANCIAL AND ... 100 IV. Financial

Procurement Technical Assistance Program General Terms and Conditions

Version 1.0 Issued May 5, 2016

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PREAMBLE

Applicability. These are the Procurement Technical Assistance Program (PTAP) General Terms and Conditions. Your cooperative agreement will refer to these general terms and conditions when they are applicable.

Order of precedence. These general terms and conditions will not take precedence over any Federal statute or Federal regulation published in the Code of Federal Regulations (CFR). The order of precedence of sources of requirements, if applicable to your award, is as follows: Federal statutes; Federal regulations in the CFR; OMB guidance in the CFR, at 2 CFR Part 200; award-specific terms and conditions; these general terms and conditions.

Process for improvement. Except for Part 10, For-Profit Recipients, these general terms and conditions are designed to conform to OMB guidance, Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards, published at 2 CFR Part 200 and implemented by DoD at 2 CFR Part 1103. If a conflict arises between these general terms and conditions and any requirement in Federal statute, Federal regulation in the CFR, or OMB guidance at 2 CFR Part 200, please contact the awarding office so that we may resolve the conflict. As recipients gain operating experience with these general terms and conditions, we may find areas requiring clarification or correction. Your alerting us to potential issues therefore will help us improve both these general terms and conditions and DoDs regulatory implementation of the OMB guidance at 2 CFR Part 200.

Use of plain language. These general terms and conditions use plain language to communicate requirements, including personal pronouns you to denote the recipient and we or us to denote DLA or another DoD Component.

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TABLE OF CONTENTS

PART 1: DEFINITIONS ............................................................................................................................5 PART 2: PROGRAM REQUIREMENTS ...............................................................................................21 PART 3: NATIONAL POLICY REQUIREMENTS (NP Articles) .........................................................28 I. Nondiscrimination national policy requirements ...................................................................................28 II. Environmental national policy requirements ........................................................................................28 III. Other national policy requirements ......................................................................................................29 PART 4: FINANCIAL AND PROGRAM MANAGEMENT (FMS Articles) ........................................34 I. Financial management system standards ................................................................................................34 II. Payments ...............................................................................................................................................35 III. Allowable costs, period of availability of funds, and fee or profit ......................................................38 IV. Revision of budget and program plans ................................................................................................40 V. Non-Federal audits ................................................................................................................................41 VI. Cost sharing or matching .....................................................................................................................41 VII. Program income .................................................................................................................................44 PART 5: PROPERTY ADMINISTRATION (PROP Articles) ................................................................45 I. Title to property ......................................................................................................................................45 II. Property management system................................................................................................................46 III. Use and disposition of real property ....................................................................................................47 IV. Use and disposition of equipment and supplies ...................................................................................48 V. Intangible property ................................................................................................................................51 PART 6: PROCUREMENT PROCEDURES (PROC Articles) ...............................................................52 I. Procurement standards for States ...........................................................................................................52 II. Procurement standards for institutions of higher education, nonprofit organizations, local governments, and Indian tribes ..................................................................................................................52 III. Contract provisions for recipient procurements ...................................................................................54 PART 7: FINANCIAL, PROGRAMMATIC, AND PROPERTY REPORTING (REP Articles) ...........58 I. Performance management, monitoring, and reporting ...........................................................................58 II. Financial reporting ................................................................................................................................58 III. Reporting on property ..........................................................................................................................59 IV. Reporting on subawards and executive compensation ........................................................................60

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PART 8: OTHER ADMINISTRATIVE REQUIREMENTS (OAR Articles) .........................................62 I. Submitting and maintaining recipient information .................................................................................62 II. Records retention and access .................................................................................................................65 III. Remedies and termination....................................................................................................................68 IV. Claims, disputes and appeals ...............................................................................................................70 V. Collection of amounts due ....................................................................................................................72 VI. Closeout ...............................................................................................................................................73 VII. Post-closeout adjustments and continuing responsibilities ................................................................74 PART 9: REQUIREMENTS RELATED TO SUBAWARDS (SUB Articles) .......................................75 I. Distinguishing subawards and procurements .........................................................................................75 II. Pre-award and time of award responsibilities .......................................................................................76 III. Informational content of subawards .....................................................................................................78 IV. Financial and program management requirements for subawards ......................................................79 V. Property requirements for subawards ...................................................................................................83 VI. Procurement procedures to include in subawards ...............................................................................86 VII. Financial, programmatic, and property reporting requirements for subawards .................................87 VIII. Other administrative requirements for subawards ............................................................................88 IX. National policy requirements for subawards .......................................................................................91 X. Subrecipient monitoring and other post-award administration .............................................................92 XI. Requirements concerning subrecipients lower-tier subawards ..........................................................94 XII. Fixed-amount subawards ....................................................................................................................94 PART 10: FOR-PROFIT RECIPIENTS (FPR Articles) ........................................................................100 I. Definitions. ...........................................................................................................................................100 II. Program requirements. ........................................................................................................................100 III. National policy requirements. ............................................................................................................100 IV. Financial and program management ..................................................................................................100 V. Property administration .......................................................................................................................101 VI. Procurement procedures .....................