Page 439 - Fort Worth City Budget 2019

Grants Management Policy

b. The Administering Department, with assistance and support from FMS
Grant Accounting, shall perform subrecipient monitoring in accordance
with §200.330, “Subrecipient and Contractor Determinations,” and
§200.331, “Requirements for Pass-Through Entities,” and document
such monitoring.
3. The Administering Department shall monitoring contractors to ensure
compliance with all contract provisions.
4. All grant-related procurement activities must be conducted in accordance with
all applicable City policies and State and federal laws and regulations (e.g.,
Davis-Bacon Act).
a. If a capital asset is purchased or created with grant funds, FMS Grant
Accounting and FMS Capital Assets should be notified.
b. For federal grants, no local purchasing preference can be given.
c. For federal grants, cost plus a percentage of cost and percentage of
construction cost methods are prohibited.
d. The City is responsible for full compliance with the procurement
regulations contained in 2 CFR 200 (200.317-200.326) for the City
fiscal year beginning October 1, 2018.
e. Vendors shall be checked against the list of debarred/suspended vendors
on SAM.gov prior to awarding any contract and annually thereafter at a
minimum.
5. The Administering Department shall submit project status reports in accordance
with the award agreement, and provide copies of such reports to FMS Grant
Accounting to be attached in PeopleSoft.
6. The Administering Department shall create and maintain adequate
documentation for all program operations and expenditures (activity reports,
invoices, purchase orders, receipt documentation, etc.).
7. The Administering Department and FMS Grant Accounting shall create and
maintain all pertinent award-related documentation in accordance with
§200.333 Retention Requirements for Records and applicable State law as
specified in City records management policies and supply it as requested to
authorized grant monitors.
8. FMS Grant Accounting will ensure awards are accounted for in accordance with
2 CFR 200, Uniform Administrative Requirements, Cost Principles, and Audit
Requirements for Federal Awards, applicable State regulations, and City
policies and procedures.
9. The Administering Department and FMS Grant Accounting shall, at a
minimum, review and analyze grant financials monthly. This review will
include a process to verify that all costs are allowable and appropriate and that
all revenues earned have been recognized.

5 | P a g e

439