Grant Intent Notification Form - this form should be used to notify the Grants Analyst and/or Budget Analyst as early as possible in the planning stages of specific projects that are a potential grant application but in no case later than 20 working days prior to any application deadline.
Grant Application / Proposal Process Form - this form should accompany all grant applications of $5,000 or more, or any grant that requires a County cash match, through the signature process. It should be sent at a minimum of 14 days prior to the submission deadline.
Grant Award Processing Form - this form should accompany all grant awards and supporting documents through the signature process for grant acceptance. It should be sent at a minimum of 14 days prior to the submission deadline.
Contract Processing Form - this form should accompany any grant funded contract through the signature process. Be sure to include the account number to which the contract will be charged. It should be sent at a minimum of 14 days prior to the contract start date to ensure the contract is established before work begins. If the contract is supported with federal funds, a verification for suspension or debarment should be completed and accompany the contract and processing form. Please note that all procurement policies must be followed as outlined in the procedures section. Any contract over $25,000 should go through a competitive bidding process. Should a sole source be requested, approval should be obtained from the Procurement Division prior to submission of a contract for signature and should not conflict with funding restrictions.
If the contract is part of a federally funded grant agreement check the subrecipient organization or vendor against the Excluded Parties List (EPLS). To check the subrecipient organization or vendor against the EPLS, you will need the organization/vendor name, DUNS, and/or CAGE Code. The Excluded Parties List is now part of the System for Award Management (SAM) web site and is provided as a public service by General Services Administration (GSA) for the purpose of efficiently and conveniently disseminating information on parties that are excluded from receiving Federal contracts, certain subcontracts, and certain Federal financial and non-financial assistance and benefits, pursuant to the provisions of 31 U.S.C. 6101, note, E.O. 12549, E.O. 12689, 48 CFR 9.404, and each agency's codification of the Common Rule for Non-procurement suspension and debarment. The SAM is the Official U.S. Government system that consolidated the capabilities of CCR/FedReg, ORCA, and EPLS. Search under the System for Award Management (SAM).
Search under the System for Award Management (SAM) at https://beta.sam.gov/ Enter the name of the entity and then click on the Search button:
Example of what an Exclusion Detail could look like:
Utilize this information to determine if the organization/vendor should not be considered for award. If no suspension or debarment is in effect, the result will be: Has Active Exclusion? No Be sure to print the results to accompany the contract through the signature process and for inclusion in your grant file for audit purposes.
Grant Reporting Processing Form - this form is utilized to process grant reporting, both financial and programmatic, for signature by the Authorizing Official, the President of the County Commissioners, as well as for establishing a billing request for grant draws. Programmatic and fiscal reporting are the responsibility of the grantee department and must be filed in accordance with the funding agency’s format, content requirements and deadlines. Requests for grant funds or reimbursements must be processed through the Grants Analyst or Budget Analyst to ensure accurate financial reporting and accounting in AS400.
NOTE: Please do not include a cover memo with any of these forms. The form itself serves as cover and should be completed in its entirety.