montana coal endowment program - comdev.mt.gov
TRANSCRIPT
Incurring Costs
• HB 11 and HB 14 signed into law May 12, 2021 • HB 632 signed into law April 30, 2021 • Notice of Award & start up letter announcing
funds awarded sent to project representatives
• All project expenses prior to April 30, 2021 should be paid by non-MCEP funds – Noteworthy Dates: September 1, 2022
September 30, 2024 – Incurred costs are grantees sole responsibility if grant
conditions are not complied with
American Rescue Plan Act (ARPA)
• HB632 • Advisory Commission • Competitive Grant Program • Minimum Allocation Grant Program • 1st round applications were due July 15th
• What does that mean for my project? – ARPA may replace SRF, or USDA RD, other
funding sources – Competitive or Allocation ARPA may act as
match to MCEP funded projects
MCEP Grant Conditions • House Bill 11 and HB 14
coordinated with HB632 • MCEP Project Reports available
at: Reports - Montana Coal Endowment Program - Community Development Division (mt.gov)
• MCEP Project Administration Manual available at:
Project Grants - Montana Coal Endowment Program - Community Development Division (mt.gov)
Other contractual obligations – Montana Code Annotated (MCA) – Department of Commerce Contract
• All applications received are being funded
• HB11, HB14 bill language retains ‘normal’ MCEP requirements
• HB632 bill language says if all three bills pass, follow HB11 & HB14 requirements
What does it mean to have funding come through 3 bills?!?!
• Some project types are not eligible for ARPA – specifically, bridges, non community water systems
• Not-Eligible for ARPA projects default to Coal severance tax funding cash
• Basic MCEP processes will generally be followed throughout project
• Additional reporting requirements
Start-Up Conditions Start-up conditions must be completed prior to contract
execution • Firm Commitment of non-MCEP funding source(s • Management plan • Accounting, auditing and reporting
requirements from Local Government Services (LGS)
• Updated Budget • Updated Implementation schedule • Environmental Review process updated (if
applicable) • Any special conditions (if applicable)
Firm Commitments of Non-MCEP Funding
• Must provide documentation verifying the commitment and availability of non-MCEP funds
• Changes in funding or loss of other funds may cause access to MCEP funds to be paused
• Phased projects: MCEP funds will not be available until all other funds for project phases are committed
Documentation of Non-MCEP Funds
required)
• Who will be the grant administrator? – Public employee – Private contractor
• Local government will still need to be actively involved in project – Governing body must approve and sign
plan and other documents throughout project
• Separation of duties – a consultant cannot sign off on own work or invoices
Management Plan
• Compliance with auditing and reporting requirements (2-7-503, MCA)
• A financial accounting system that the Department can reasonably ensure conforms to generally accepted accounting principles (GAAP)
• MCEP staff will contact Local Government Services Bureau
• For more information, please call 444- 9101 or visit http://sfsd.mt.gov/LGSB
Project Budget EXHIBIT B -- Sample Project Budget
ADMINISTRATION MCEP RRGL SRF Local TOTAL
Personnel Cost $500.00 $500.00 Office Cost $500.00 $500.00 Professional Services $1,000.00 $1,000.00 $2,000.00 Legal Costs $500.00 $500.00 $1,000.00 Audit Fees $100.00 $100.00 Travel & Training $500.00 $500.00 Interim Interest $45,646.00 $45,646.00 Bond Costs $500.00 $500.00
$0.00 $0.00
Land Acquisition $1,000.00 $1,000.00 $2,000.00 Preliminary Engineering Design $10,000.00 $10,000.00 Final Engineering Design $50,000.00 $5,000.00 $55,000.00 Construction Inspection Eng. $50,000.00 $50,000.00 Construction $387,000.00 $125,000.00 $1,000,000.00 $1,512,000.00 Contingency $50,000.00 $50,000.00
$0.00 $0.00
CONSTRUCTION RELATED ACTIVTIES
ADMINISTRATION
MCEP
RRGL
SRF
Local
TOTAL
$500,000.00
$125,000.00
$1,102,646.00
$2,100.00
$1,729,746.00
Availability of Funds O Consider the timing of the availability of
other funds O When will other funds be available? O When will you need to pay the engineer? O Are you moving funds between line items in the
budget? How often & why? O What do you need contingency for? O When will the budget be finalized?
Project Implementation Schedule EXHIBIT A
SAMPLE
PROJECT CONSTRUCTION
Begin Construction
PROJECT CONSTRUCTION
Begin Construction
• Financial Management • Designates who is responsible for
what action items during the project • Create a management plan based on
how things are carried out at the local level
Exhibit 1-B Management Plan The management plan adopted by the local government should reflect the actual procedures utilized by the local government and based on the duties assigned to the various people involved in the project. Note: This example is provided to help create a plan that is structured upon the actual procedures utilized by the local government and based on the duties assigned to the various people involved in the project. This example may be modified to fit the actual needs and management responsibilities of the project.
I. Administrative Structure The City of ______________ is an incorporated city with a Mayor-Council form of government. The following persons will have lead responsibility for administering the City's FY ____ Treasure State Endowment Program (TSEP) public facilities project for [type] improvements: Mayor ____________, as the City's chief elected official will have responsibility for all official contacts with the Montana Department of Commerce. The Mayor and City Council will have ultimate authority and responsibility for the management of project activities and expenditure of TSEP funds. The approval of all contracts and request for reimbursements will be the responsibility of the City Council. (Telephone ___________ Email____________) ___________________, Clerk-Treasurer, as the City's chief financial officer, will be responsible for management of, and record keeping for, the TSEP funds and other funds involved in the financing of the ____ [type] project. (Telephone __________ Email _____________) ___________________, Director of the City-County Planning Board, will be designated as Grant Manager and be responsible for overall grant management and assuring compliance with applicable federal and state requirements for the TSEP project. The Grant Manager will serve as the City's liaison with Department for the project. One-fourth of this position's time will be devoted to TSEP administration during the term of the project. (Telephone ____________ Email
Exhibit 1-B
Management Plan
The management plan adopted by the local government should reflect the actual procedures utilized by the local government and based on the duties assigned to the various people involved in the project.
Note: This example is provided to help create a plan that is structured upon the actual procedures utilized by the local government and based on the duties assigned to the various people involved in the project. This example may be modified to fit the actual needs and management responsibilities of the project.
I. Administrative Structure
The City of ______________ is an incorporated city with a Mayor-Council form of government. The following persons will have lead responsibility for administering the City's FY ____ Treasure State Endowment Program (TSEP) public facilities project for [type] improvements:
Mayor ____________, as the City's chief elected official will have responsibility for all official contacts with the Montana Department of Commerce. The Mayor and City Council will have ultimate authority and responsibility for the management of project activities and expenditure of TSEP funds. The approval of all contracts and request for reimbursements will be the responsibility of the City Council. (Telephone ___________ Email____________)
___________________, Clerk-Treasurer, as the City's chief financial officer, will be responsible for management of, and record keeping for, the TSEP funds and other funds involved in the financing of the ____ [type] project. (Telephone __________ Email _____________)
___________________, Director of the City-County Planning Board, will be designated as Grant Manager and be responsible for overall grant management and assuring compliance with applicable federal and state requirements for the TSEP project. The Grant Manager will serve as the City's liaison with Department for the project. One-fourth of this position's time will be devoted to TSEP administration during the term of the project. (Telephone ____________ Email _____________)
___________________, City Attorney, as the City's legal counsel, will review and advise the Mayor and Council regarding any proposed contractual agreements associated with the TSEP project and provide any other legal guidance as requested. (Telephone ____________Email _____________)
___________________, Project Engineer, will be responsible for construction-related activities including preparation of preliminary engineering, final design plans and specifications, as well as construction inspection. Contractor compliance, scheduling, and payment requests will also be subject to the Project Engineer's review and approval. (Telephone_________ Email ____________)
II. Grant Management
1. Compliance with any applicable environmental requirements.
2. Assisting the Grant Recipient with all requirements related to effective project start-up and implementation and developing a contract with Department.
3. Preparing any legal notices required to be published, and processing and conducting any required public hearings or informational meetings.
4. Establishing and maintaining complete and accurate project files and preparing all documentation and reports incidental to administration of the grant.
5. Assisting the Grant Recipient with selection of the Project Engineer, in conformance with procurement requirements, including the preparation of requests for proposals for publication or other distribution.
6. Reviewing all proposed project expenditures or requests for payment to ensure their propriety and proper allocation of expenditures to the TSEP budget.
7. In cooperation with the Clerk-Treasurer, processing payment requests and preparing requests for reimbursement to the Department, including the Request for Payment, Status of Funds Report, Invoice Tracking Spreadsheet and the Project Progress Report.
8. Monitoring the contractor selection process, including the bid advertising, tabulation and award process and construction contract provisions in conformance with applicable laws.
9. Attending the preconstruction conference and monthly construction progress meetings.
10. Monitoring contractor compliance with applicable requirements.
11. Assuring compliance with all state labor standards requirements. Responsibilities will include the review of weekly payroll reports to assure compliance with state prevailing wage requirements; periodic visits to the construction site to assure that required equal opportunity, labor standards, and prevailing wage determinations have been posted; and conducting on-site interviews with construction personnel to assure prevailing wage compliance.
12. Assuring compliance with applicable equal opportunity requirements.
13. Preparing all required performance reports and project closeout documents for submittal to the Department.
14. Attending Council meetings to provide project status reports and representing the TSEP project at any other public meetings, as deemed necessary by the local officials.
15. Receiving official project complaints and ensuring that complaints are reasonably addressed in a timely manner.
B. The Project Engineer will be responsible for:
1. Design and construction engineering.
2. Preparation of the construction bid package in conformance with applicable requirements and supervision of the bid advertising, tabulation, and award process, including the preparation of the advertisements for bid solicitation, conducting the bid opening, and issuance of the notice to proceed.
3. Conducting the preconstruction conference, with the assistance of the grant manager.
4. Supervision of construction work and preparation of inspection reports.
5. Reviewing and approving all contractor requests for payment and submitting the approved requests to the Grant Recipient.
III. Financial Management
A. The Clerk-Treasurer's financial responsibilities will be as follows:
1. Managing the transfer of TSEP funds from the Department to the grant recipient's bank account and disbursing TSEP funds based on claims and supporting documents approved by the grant manager, project engineer, and contractor.
2. Entering all project transactions into the Grant Recipient’s existing accounting system, and preparing checks/warrants for approved expenditures.
3. With the assistance of the Grant Manager, preparing the Request for Payment and accompanying draw reports and documentation to be submitted to Department.
4. With the assistance of the Grant Manager, preparing the final financial reports for project closeout.
B. The Grant Manager and Clerk-Treasurer will review all proposed expenditures of TSEP funds and will prepare requests for reimbursement, which will be signed by the officials cited in the signatory form. All disbursements will be handled in accordance with the Grant Recipient's established claim review procedures. Before submitting the claim to the Clerk-Treasurer, the Grant Manager will attach a certification to each claim stating that the proposed expenditure is an eligible expense of the Grant Recipient's TSEP project and consistent with the project budget. The Council will review all claims before approving them.
C. Financial record keeping will be done in conformance with state law. The original financial documents (claims with attached supporting material) will be retained in the Grant Recipient's offices.
D. Appropriate documentation of administrative costs will be maintained by the Grant Manager and the Clerk-Treasurer to document all time worked on the TSEP project that will be compensated with TSEP funds.
This management plan has been approved by the Grant Recipient, _____________ and the individuals named within have been informed of the responsibilities stated within this plan.
Chief Elected Official or
Treasure State Endowment Program 1-B.4
Other Start–up Comments • Environmental assessment (EA)
was completed with application • If project has been modified, EA
may need to be updated – Compliance with the Montana Environmental Policy
Act (MEPA)
MCEP Contract • The contract details the following:
• the amount of MCEP funds to be provided • the scope of work to be completed • a detailed preliminary project budget • an implementation schedule • any special conditions (if applicable) • the general terms and conditions associated with
the grant
Contract Execution Step 1: Email from MCEP Staff sent to grantee requesting valid email addresses for those signing contract
O person Approving as to Form (typically an attorney), Chief Elected Official, Attester
Step 2: Email from DocuSign.com asking for electronic signatures
O Signing will be electronic – all correspondence will be through email from DocuSign.com
Step 3: Signatures obtained from Grantee and Commerce; staff will provide a .pdf of executed contract to the grantee
Between Contract Execution and Access to Funds
• Certificate of Insurance • Designation of Depository
– Form 204 if new or changes to an account on file
• Signature Certification Form
Templates available at: Project Grants - Montana Coal Endowment Program - Community Development Division (mt.gov)
Receiving Funds
Exhibit 2-C Signature Certification Form Montana Department of Commerce Community Development Division – Montana Coal Endowment Program 301 S. Park Avenue PO Box 200523 Helena, Montana 59620-0523 This is to certify that the following officials1 are authorized to sign requests for payment of the Montana Coal Endowment Program (MCEP) funds for the (name of grantee: City, Town, or County of ___________,) 20__Bi MCEP grant: 1. _______________________
Signature ______________________ Typed Name
Title
It is understood that any two of the above signatories must sign each request for payment submitted. 2I hereby certify that I have witnessed the signing of the above named signatures. ______________________ Date: ________________________ Signature of Witness ___________________________________ Typed Name and Title of Witness SUBSCRIBED AND SWORN TO, before me, a Notary Public for the State of Montana, on the _________ day of __________________, 20__.
_______________________________________________ Notary Public for the State of Montana (type or print name)
(Notary Seal) Residing at _____________________________________ My Commission expires __________
1Sugges ted s ignatories include the ch ief elected official (Mayor, Chairperson of County Com m iss ion , Triba l Chairperson and/ or Triba l Council Mem bers ), city o r county clerk or t reasurer, o r o ther local o fficials . Consultan ts under cont ract m ay no t be a s ignatory. 2 Sugges ted w itness is an e lected official o ther than one of the th ree s ignatories
Exhibit 2-D Designation of Depository for Direct Deposit of MCEP Funds
_____________________________
Name of Bank Address ______________________________ Signature of Authorized Bank Officer Title of Authorized Bank Officer _____________________________ Date
Liability Insurance Requirements
• Insurance coverage is a requirement for the contract with Commerce
• Must provide current proof of insurance throughout project
• Commerce must be named as an additional insured
Example Insurance Certificate
Establish Project Files • Good record keeping is
crucial to successful management of the project
• Original and complete documentation for the project is required to be retained in the offices of the local governing body or district and made available to the public if requested
Timely Project Completion • HB 11 and HB 14 identify these two
important dates: – If start-up conditions have not been met by
September 1, 2022, the project will be reviewed by the next regular session of the Legislature and could potentially be withdrawn
– HB 11 and HB 14 state a grant recipient must meet start-up conditions by September 30, 2024 or the grant will automatically terminate
• Commerce Contract will identify: – MCEP grant recipients are required to incur
construction costs by June 30, 2025 or the grant may be terminated
Questions? Contact Us… We are here to help 406-841-2770
[email protected]
Chapter 2
Project Management
Project Lifespan
• All 2023 Biennium MCEP projects must have construction costs incurred by June 30, 2025
O All 2023 Biennium MCEP projects that have NOT met start up by September 1, 2022 will be reviewed by the Legislature to determine if the grant should be withdrawn
Project Amendment O Scope of Work O Extensions
O Require Commerce approval and justifications and contract process
Budget Modification O Modification requests less than $5,000 O Modification requests over $5,000
require Commerce approval in writing prior to modifying budget and request for funds submission
O All modifications need to be noted on every Uniform Status of Funds & discussed with MCEP staff
Sheet1
UNIFORM STATUS OF FUNDS SPREADSHEET FOR: Town of XYZ DATE:
7/28/21
$500,000.00
$18,135.22
$159,249.73
$322,615.05
$125,000.00
$125,000.00
$0.00
$0.00
$1,142,100.00
$96,637.91
$148,865.43
$896,596.66
$1,767,100.00
$547,888.29
$1,219,211.71
Copy and submit to the applicable funding agency with each drawdown request.
uniblank2.xls
1/3/2018 moved $2,000 from Construction Engineering into Final Engineering Design.
5/15/2018 moved $3,000 from Construction into Final Engineering Design to offset engineering design costs that RD unable cover until loan close.
8/8/2018 submitted request to move $5,000 from Contingency into Construction for Change Order 1. Modification approved by email on 8/10/2018.
Eligible Expenses – Construction activities directly
related to scope of work – Professional services directly
related to scope of work – Repayment of directly related
interim financing – Legal cost, bond counsel – Grant administration costs
Ineligible Expenses • Operation and maintenance • Furnishings and fixture purchases that are not
dedicated or permanent to facility • Costs of refinance, servicing or interest of current
debt • Costs incurred prior to date listed in Award letter • Privately owned service lines • Any project cost incurred if a contract has not
been executed with Commerce
Matching Funds • Cash Match
– Local general funds or cash – Proceeds from bond sales – Entitlement or formula federal and state funds – Loan or grant funds from another state or federal
program • Previous Cash Expended • In-Kind Match
– Value of land provided by grantee – Value of labor by grantee employees – Value of machinery or materials used for
construction of project
Form • Invoices • Progress Reports • Uniform Status Funds • Invoice Tracking Spreadsheet • Lump sum contracts not sufficient
– Cost plus contracts not allowable – Multipliers not allowable
Accounting, Auditing
• 2 -7-503 MCA • 20-9-213 MCA • Tribal governments
– OMB Circular A-133
funded activity • Organized files • Retain for 5 years at local
government’s offices after grant closeout – Or, conclusion of any litigation or claims
• Access to records upon request
Ethics, Conduct and Conflicts
• Each individual responsible for compliance with laws
Procurement • Procurement is GRANTEE’S responsibility • Must follow applicable statutes
– MCA Title 7, Chapter 5, Parts 23, 43 – Local requirements
• Free and open competition • May not divide or sequence activities to
circumvent procurement methods • Must send documentation of procurement
to Commerce • Must send executed agreements to
Commerce
Public Notice and Participation • Progress reports
– Council or commission meetings • Project signage • Press releases
– Ground breaking, ribbon cuttings, tours
• Newsletters, websites, regular outreach • Complaints about projects happen!
– Who will manage and how it will be addressed
– Keep written records – Resolve complaint quickly
Non-Discrimination Full compliance with: • Montana Human Rights Act • Civil Rights Act of 1964 • Age Discrimination Act 1975 • Americans with Disabilities Act 1990 • Section 504 of the Rehabilitation Act of
1973 – All contractors and subcontractors must comply
Prevailing Wages • Montana’s Prevailing Wage Act
– 18-2-401, et seq, MCA – All contracts exceeding $25,000 – Grantees should be prepared to
document appropriate payment • Federal Davis Bacon Wages
may supersede
o Regular communication
o On-Site monitoring o Staff will visit the project/grantee
offices o Review key project requirements o Discuss any issues and resolve any
monitoring concerns
Purpose of Monitoring • Provide technical assistance • Determine whether the grantee is:
• Complying with state law and program requirements • Carrying out project activities as set forth in contract
scope of work • Charging eligible costs incurred • Properly using and accounting for funds
• Original and complete documentation must be kept in the grantee’s local government or district offices
Project Closeout • Submit:
– Certificate of Substantial Completion – Project Completion Report (within 90
days) • Copy of the long-term O&M manual • Summary of citizen
comments/complaints • Statement of Costs • Certification of Grantee • Proposed and actual accomplishments
Closeout, continued O Final Request For Reimbursement O Two percent retainage or remaining balance
released after approval of the closeout documentation & final request for reimbursement has been received
O Final Closeout Letter O Retain all project records at local gov’t offices
five years after closeout
State and Local Procurement
Tool Kit Guidance
Outline • General Rules • Small Purchase • Limited Solicitation • Proposals and Bids • Sole Source • Professional Services • Conflict of Interest • Code of Ethics • Rules of Conduct
Procurement • Procurement is GRANTEE’S
responsibility • Must follow applicable statutes
– Montana Code Annotated (MCA) – Local requirements
• Free and open competition • May not divide or sequence activities
to circumvent procurement methods • Must send documentation of
procurement to Commerce • Must send executed agreements to
Commerce
Procurement by Type • Small Purchase • Limited Solicitation • Proposals and Bids (competitive) • Sole Source • Professional Services* • Any local laws guiding
procurement
equipment, or construction $80,000 or less (§§7-5-2301 and 7-5-4302, MCA)
– Emergency Situations – council with ¾ vote may best meet the emergency and serve the public interest
– Additional adopted local government policies?
Limited Solicitation
– Good process to follow for small purchase procurement
– Additional adopted local government policies?
Proposals and Bids (a.k.a. Competitive Bidding)
• Local Government – Purchase of supplies, materials, equipment, or construction in
excess of $80,000 (§§7-5-2301 and 7-5-4302, MCA) – Contract must be awarded to lowest, responsible, responsive
bidder – Two publications in newspaper of general circulation – publish
twice with six days separating
Sole Source
• Local Government
agencies and local governments (§18- 8-201, et seq., MCA)
• Applies to architectural, engineering and land surveying services
Professional Services
• Request for Qualifications (RFQ) • Process allows for selection of firm(s) most
qualified to provide the services required after agency publishes requirement for services
• If publishing one proposal for multiple professional services and including grant administration, make it clear firms/consultants may respond to a single or combination of services in the proposal by using the words “and/or”
Professional Services…
do so via direct negotiation (18-8-212 MCA)
• Allows for local agency to enter into a contract with 1 or more firms from RFQ to provide services on as-needed basis for 1 or more projects (18-8-204(3) MCA)
SAMPLE NOTICE
[email protected] (406) 841 -2770
Request for Reimbursements
Overall Budget Adjustments • Update the budget after bids are opened
– If bids come in low: • Engineer’s estimate = $600,000 • Low bidder costs = $550,000 • MCEP = 50% of overall budget • 50% of cost savings ($25,000) into MCEP
contingency. • Remaining $25,000 split proportionately to
meet other funders requirements. – If bids come in high:
• Grantee may need to seek out additional funding to cover shortfall in budget before starting construction
Budget Modifications
• Cumulative line-item amendments of $5,000 or more must receive prior written MCEP approval
• If a modification of less than $5,000 is necessary, need to make sure eligible MCEP costs if MCEP will be paying
• ALL budget modifications must be notated on the bottom of the Uniform Status of Funds spreadsheet
• Contingency funds are generally only to be used for construction costs
Sheet1
ADMINISTRATION
MCEP
RRGL
SRF
Local
TOTAL
Administration Expenses • Grantees can only be reimbursed for costs that
have been incurred – Eligible Administration Costs: Must be
directly related to the administration of the project
• Personnel
• Travel & Training
Eligible Expenses – Eligible expenses incurred after April 30, 2021 – Must be classified and accounted for on a
direct-cost basis. Indirect costs are not eligible for reimbursement
– Any reasonable cost directly related to planning, design, construction, acquisition, site improvements, reconstruction, or identified scope of work
– Connection charges (hook-up fee and connection costs), water meters, 50% computer hardware, bond costs, legal, land acquisition, other
Ineligible Expenses • Costs related to annual operation and
maintenance • Purchase of non-permanent furnishings and
fixtures or equipment that is not permanently installed
• Costs incurred prior to April 30, 2021
• Non-executed contract
Retainage
• MCEP retains two percent (2%) of the total grant until: – The project has been completed - a
Certificate of Substantial Completion has been issued
– Final closeout documents have been submitted and approved
Documents for Request for Reimbursement
• Request for Reimbursement Form • Uniform Status of Funds spreadsheet • Uniform Invoice Tracking spreadsheet • Invoices (various) • Project Progress Report • Updated Signatory & Depository forms if applicable • Form 204 if any accounts are new or changed from what
may already exist with the State accounting
Request for Reimbursement TSEP CONTRACT NUMBER REQUEST NUMBER MT-TSEP-CG-YR-XXX
SECTION II - FINANCIAL A
Request
D Balance Remaining After This Request
1. TOTAL ADM INISTRATION BUDGET $2,000.00 $200.00 $0.00 $1,800.00 % of Total Grant % of Column A
0.004 0.10
5. TOTAL TSEP GRANT BUDGET $500,000.00 $18,135.22 $159,249.73 $322,615.05
TOTAL Amount Requested
SECTION I - TSEP RECIPIENT INFORMATION
DATE: SIGNATURE TITLE
BUDGET AMENDMENT APPROVED _________
routing # 999-10101
4. Percent
2. Percent
Please submit request for reimbursements and all supporting documentation and reports to: Montana Department of Commerce, Community Development Division, PO Box 200523, Helena MT 59620-0523
DATE:
Sheet1
TSEP CONTRACT NUMBER
Make Deposit Payable To:
C Amount Requested
1. TOTAL ADMINISTRATION BUDGET
$500,000.00
$18,135.22
$159,249.73
$322,615.05
Please submit request for reimbursements and all supporting documentation and reports to: Montana Department of Commerce, Community Development Division, PO Box 200523, Helena MT 59620-0523
DATE:
SIGNATURE
TITLE
DATE:
COUNTERSIGNATURE
TITLE
TITLE:
BUDGET AMENDMENT APPROVED _________
Treasure State Endowment Program &"Arial,Bold"REQUEST FOR REIMBURSEMENT FORM
UNIFORM STATUS OF FUNDS SPREADSHEET FOR: Town of XYZ DATE: 7/19/2021
ADMINISTRATIVE/ FINANCIAL COSTS: Budgeted
Balance Remaining Budgeted Expended Balance
Personnel Costs $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 Office Costs $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 Professional Services $1,000.00 $200.00 $800.00 $0.00 $1,000.00 $665.00 $335.00 $2,000.00 $865.00 $1,135.00 Legal Costs $500.00 $500.00 $0.00 $500.00 $500.00 $1,000.00 $0.00 $1,000.00 Audit Fees $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 Travel & Training $500.00 $500.00 $0.00 $0.00 $500.00 $0.00 $500.00 Loan Fees $0.00 $0.00 $500.00 $500.00 $500.00 $0.00 $500.00 Loan Reserves $0.00 $0.00 $500.00 $500.00 $500.00 $0.00 $500.00 Interim Interest $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 Bond Cost $0.00 $0.00 $0.00 $0.00 $0.00 $0.00
$0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00
Total Administrative Costs $2,000.00 $200.00 $0.00 $1,800.00 $0.00 $0.00 $0.00 $0.00 $2,500.00 $665.00 $0.00 $1,835.00 $4,500.00 $865.00 $3,635.00
ACTIVITY COSTS: Land Acquisition $1,000.00 $1,000.00 $0.00 $0.00 $1,000.00 $0.00 $1,000.00 Preliminary Engineering $10,000.00 $7,002.01 $2,997.99 $0.00 $0.00 $10,000.00 $7,002.01 $2,997.99 Final Engineering Design $50,000.00 $10,933.21 $39,066.79 $0.00 $5,000.00 $5,000.00 $55,000.00 $10,933.21 $44,066.79 Construction Engineering $100,000.00 $10,384.30 $89,615.70 $0.00 $50,000.00 $20,416.87 $29,583.13 $150,000.00 $30,801.17 $119,198.83 Construction $287,000.00 $148,865.43 $138,134.57 $0.00 $1,000,000.00 $75,556.04 $148,865.43 $775,578.53 $1,287,000.00 $373,286.90 $913,713.10 Contingency $50,000.00 $50,000.00 $125,000.00 $125,000.00 $0.00 $84,600.00 $84,600.00 $259,600.00 $125,000.00 $134,600.00
$0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00
Contingency $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 Total Activity Costs $498,000.00 $17,935.22 $159,249.73 $320,815.05 $125,000.00 $125,000.00 $0.00 $0.00 $1,139,600.00 $95,972.91 $148,865.43 $894,761.66 $1,762,600.00 $547,023.29 $1,215,576.71
TOTAL PROJECT COSTS $500,000.00 $18,135.22 $159,249.73 $322,615.05 $125,000.00 $125,000.00 $0.00 $0.00 $1,142,100.00 $96,637.91 $148,865.43 $896,596.66 $1,767,100.00 $547,888.29 $1,219,211.71 Copy and submit to the applicable funding agency w ith each draw dow n request. uniblank2.xls 10/3/2019 moved $2,000 from Construction Engineering into Final Engineering Design. 5/15/2020 moved $3,000 from Construction into Final Engineering Design to offset engineering design costs that RD unable cover until loan close. 8/8/2020 submitted request to move $5,000 from Contingency into Construction for Change Order 1. Modification approved by email on 8/10/2018.
Funding Source: MCEP Total BudgetFunding Source: RD Funding Source: RRGL
Sheet1
UNIFORM STATUS OF FUNDS SPREADSHEET FOR: Town of XYZ DATE:
7/28/21
$500,000.00
$18,135.22
$159,249.73
$322,615.05
$125,000.00
$125,000.00
$0.00
$0.00
$1,142,100.00
$96,637.91
$148,865.43
$896,596.66
$1,767,100.00
$547,888.29
$1,219,211.71
Copy and submit to the applicable funding agency with each drawdown request.
uniblank2.xls
10/3/2019 moved $2,000 from Construction Engineering into Final Engineering Design.
5/15/2020 moved $3,000 from Construction into Final Engineering Design to offset engineering design costs that RD unable cover until loan close.
8/8/2020 submitted request to move $5,000 from Contingency into Construction for Change Order 1. Modification approved by email on 8/10/2018.
UNIFORM INVOICE TRACKING SPREADSHEET FOR: Town of XYZ DATE: 7/19/2021
Vendor's Name
Invoice Date or Time Period Covered
Total Amount of Invoice
Warrant Number Date Paid Funding Source, Amount Expended, Drawdown Number
Total Amount Paid This Invoice
Funding Source: Funding Source: Funding Source: Funding Source: MCEP # RRGL # RD # Town #
Exceptional Administrators 11 8/1-9/1 $200.00 2222 10/25/19 $100.00 1 $0.00 $100.00 1 $200.00 Top Notch Engineering 15119 7/1-7/31 $7,102.01 7777 08/25/19 $7,002.01 1 $0.00 $100.00 1 $0.00 $7,102.01 Top Notch Engineering 15226 8/1-9/30 $21,866.42 8255 10/05/19 $10,933.21 1 $0.00 $10,933.21 1 $0.00 $21,866.42 Exceptional Administrators 21 9/2-10/31 $565.00 8999 11/10/19 $0.00 $0.00 $565.00 2 $0.00 $565.00 Top Notch Engineering 15516 10/1-10/31 $9,383.66 9874 11/10/19 $0.00 $0.00 $9,383.66 2 $0.00 $9,383.66 Git Er Done Construction 1 10/1-10/31 $200,556.04 9874 11/10/19 $0.00 $125,000.00 1 $75,556.04 2 $0.00 $200,556.04 Top Notch Engineering 15686 11/1-11/30 $10,384.30 10008 12/15/19 $10,384.30 2 $0.00 $0.00 $0.00 $10,384.30 Git Er Done Construction 2 11/1-11/30 $297,730.86 10008 12/15/19 $148,865.43 2 $0.00 $148,865.43 3 $0.00 $297,730.86
$0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00
Copy and submit to the applicable funding agency with each drawdown reque TOTALS $547,788.29 $177,284.95 $125,000.00 $245,403.34 $100.00 $547,788.29 uniblank.xls
unitrack
DATE:
7/28/21
Invoice Date or Time Period Covered
Total Amount of Invoice
Total Amount Paid This Invoice
Funding Source:
Funding Source:
Funding Source:
Funding Source:
Funding Source:
2
11/1-11/30
$297,730.86
10008
12/15/19
$148,865.43
2
$0.00
$148,865.43
3
$0.00
$0.00
$297,730.86
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
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$0.00
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$0.00
$0.00
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$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
Copy and submit to the applicable funding agency with each drawdown request.
TOTALS
$547,788.29
$177,284.95
$125,000.00
$245,403.34
$100.00
$0.00
$547,788.29
uniblank.xls
Detailed Invoices
• A description of work performed • The number of hours worked to
accomplish each item • The amount being billed for each item • Work performed date(s) and work items
completed, if upon request from MCEP • Beginning and ending billing period dates • A description of any other eligible
expenses incurred during the billing period
• The total amount being billed
Example Detailed Invoice
• Executed Agreement/Contract Documents
• 1% MT Gross Receipts Tax
Exhibit 2-B MCEP Project Progress Report
Name of MCEP Recipient:
Grant Contract Number: #MT-MCEP-CG-
Request for Reimbursement Number:
Date:
Administration: Amount Requested Include the amount and a brief description of each individual administrative/financial related expenditure (invoice) that will be paid for in whole or in part using MCEP funds. Attach a copy of each invoice. Include summary payroll information for all work performed by the MCEP recipient’s employees. At a minimum, include the name, title, time period or date(s) that work was performed, rates charged/hour, total hours worked, activities performed, and total amount earned.
Activity: Amount Requested Include the amount and a brief description of each individual construction related expenditure (invoice) that will be paid for in whole or in part using MCEP funds. Attach a copy of each invoice. Include summary payroll information for all work performed by the MCEP recipient’s employees. At a minimum, include the name, title, time period/date that work was performed, total hours worked, activities performed, and total amount earned.
Exhibit 2-B
Amount Requested
Include the amount and a brief description of each individual administrative/financial related expenditure (invoice) that will be paid for in whole or in part using MCEP funds. Attach a copy of each invoice. Include summary payroll information for all work performed by the MCEP recipient’s employees. At a minimum, include the name, title, time period or date(s) that work was performed, rates charged/hour, total hours worked, activities performed, and total amount earned.
Activity:
Amount Requested
Include the amount and a brief description of each individual construction related expenditure (invoice) that will be paid for in whole or in part using MCEP funds. Attach a copy of each invoice. Include summary payroll information for all work performed by the MCEP recipient’s employees. At a minimum, include the name, title, time period/date that work was performed, total hours worked, activities performed, and total amount earned.
Project Status (Administration/Financial and Construction):
This portion of the report should provide a summary of the overall status of the project and any other information relevant to the implementation of the project. Include a description of any accomplishments achieved since the last progress report submitted. Include timelines for milestones or completion of activities.
Use quantitative terms whenever possible. First, provide the percent estimate of how complete the project is in its entirety, and then provide estimates for major components of the project.
Provide any other information that appears pertinent, such as anticipated changes in the contract budget, implementation schedule, or scope of services. For example, if you anticipate any problems or delays that could affect the project implementation schedule or budget, these should be fully described and discussed well in advance, since a budget adjustment requires prior approval. Finally, indicate any milestones from the implementation schedule that are behind schedule and indicate when they should be completed.
The following is a summary of what has been accomplished through <date>:
Submitting Request for Reimbursement
• Mail: Community Development Division | 301 S Park Ave | PO Box 200523 | Helena, MT 59620
• Email: depending on file size • Electronically through File Transfer:
https://transfer.mt.gov/
Questions?
[email protected]
406-841-2770
Montana Environmental Policy Act (MEPA)
• Intends to avoid or mitigate adverse impacts on environment before a project is funded and approved
• MEPA is a problem solving tool – First objective: full disclosure of all
relevant facts – Second objective: public
participation
• Other Environmental Law and Permits also apply
• See A Guide to the Montana Environmental Policy Act, and A Citizen’s Guide to Public Participation in Environmental Decision- making
– http://leg.mt.gov/reference
equipment or facilities – Investigation, enforcement, data collections,
inspection – Ministerial actions (in which the agency exercises
no discretion and rather acts upon a given state of facts in a prescribed manner);
– Social or economic actions and that do not affect the human environment;
– MCEP projects are NOT usually excluded – MEPA public processes must still be followed – NOTE: This is NOT an all inclusive list of
possibilities
determine if EIS required • Environmental Checklist – examines and
documents effects of proposed action on environment
• Determine significance of impacts • Describe alternatives and proposed mitigation • Provides for public review – public disclosure
and comment, amount of review should match project complexity and depth of environmental issues and public interest
Environmental Assessment(EA)
• If no significant impact, approve final EA – An action to approve final EA taken by the
grantee at public hearing or meeting and documentation of final action
• If significant impact, begin full EIS • Documentation of EA process must be
provided to Commerce
which may have any environmental impact
• Offers the public a chance to provide comments or ask questions
• Public hearing or meeting with adequate notice
• Final determination/acceptance of finding level
• Public legally still has 30 days from date of decision to challenge the determination
Environmental Impact Statement (EIS)
• Required if analysis determines significant adverse impacts to human environment
• Specific requirements in law for content of draft and final EIS
• Draft EIS must be provided to Governor, EQC, Commerce and all interested parties, minimum 30 days
• Federal Agency involved? Joint EIS may apply • Wait 15 days after transmittal to above parties before
making final decision on action
Supplemental Review • Final EA or EIS approval, project may begin with
mitigation as determinations made in EA or EIS • Substantive Changes to the Scope of Project
affecting the original EA – Additional or updated EA review will be necessary - ARPA changes??
• If scope necessitates additional review, follow same process
• Reimbursements will be suspended until updated process completed
• Other funding sources may have additional steps to undertake to their processes
Other laws and permits • Additional environmental laws may apply to your
project – Check other agencies’ requirements and permit requirements – Stream Protection Act (SPA 124 permit) – FWP – Floodplain Management Act (floodplain permit) – DNRC or
local – Clean Water Act (404 Permit) – US Army Corps of Engineers – Water Quality Act (318 Authorization) – DEQ – Water Rights – DNRC – Stormwater Discharge (MPDES Permit) – DEQ – State Antiquities Act (Cultural Resources Survey) – SHPO – Sage Grouse Habitat Conservation Program & Strategy – Other
Questions? Additional guidance on website: comdev.mt.gov
[email protected] (406) 841-2770
Involving the Public
Tool Kit Guidance
What’s happening? • Progress Reports • Press Releases
– Submit for our review prior to publishing • Groundbreaking or Ribbon Cutting
Ceremonies – Open House Tours • Newsletters or Mailings • Local Government/District Website –Social
Media – List serves
• There should be a conversation amongst the local government, consultants, contractor(s) developing a plan or process for complaints
• Keep written records of the who, what, when, and where relative to the complaint
• Resolve the complaint as soon as possible and record how it was resolved
GAMCh1
MCEP Grant Conditions
Documentation of Non-MCEP Funds
Project Budget
Receiving Funds
Sole Source
Professional Services
Professional Services
Professional Services…
Request for Reimbursement
Slide Number 11
Slide Number 12
Slide Number 16
Levels of Review
• HB 11 and HB 14 signed into law May 12, 2021 • HB 632 signed into law April 30, 2021 • Notice of Award & start up letter announcing
funds awarded sent to project representatives
• All project expenses prior to April 30, 2021 should be paid by non-MCEP funds – Noteworthy Dates: September 1, 2022
September 30, 2024 – Incurred costs are grantees sole responsibility if grant
conditions are not complied with
American Rescue Plan Act (ARPA)
• HB632 • Advisory Commission • Competitive Grant Program • Minimum Allocation Grant Program • 1st round applications were due July 15th
• What does that mean for my project? – ARPA may replace SRF, or USDA RD, other
funding sources – Competitive or Allocation ARPA may act as
match to MCEP funded projects
MCEP Grant Conditions • House Bill 11 and HB 14
coordinated with HB632 • MCEP Project Reports available
at: Reports - Montana Coal Endowment Program - Community Development Division (mt.gov)
• MCEP Project Administration Manual available at:
Project Grants - Montana Coal Endowment Program - Community Development Division (mt.gov)
Other contractual obligations – Montana Code Annotated (MCA) – Department of Commerce Contract
• All applications received are being funded
• HB11, HB14 bill language retains ‘normal’ MCEP requirements
• HB632 bill language says if all three bills pass, follow HB11 & HB14 requirements
What does it mean to have funding come through 3 bills?!?!
• Some project types are not eligible for ARPA – specifically, bridges, non community water systems
• Not-Eligible for ARPA projects default to Coal severance tax funding cash
• Basic MCEP processes will generally be followed throughout project
• Additional reporting requirements
Start-Up Conditions Start-up conditions must be completed prior to contract
execution • Firm Commitment of non-MCEP funding source(s • Management plan • Accounting, auditing and reporting
requirements from Local Government Services (LGS)
• Updated Budget • Updated Implementation schedule • Environmental Review process updated (if
applicable) • Any special conditions (if applicable)
Firm Commitments of Non-MCEP Funding
• Must provide documentation verifying the commitment and availability of non-MCEP funds
• Changes in funding or loss of other funds may cause access to MCEP funds to be paused
• Phased projects: MCEP funds will not be available until all other funds for project phases are committed
Documentation of Non-MCEP Funds
required)
• Who will be the grant administrator? – Public employee – Private contractor
• Local government will still need to be actively involved in project – Governing body must approve and sign
plan and other documents throughout project
• Separation of duties – a consultant cannot sign off on own work or invoices
Management Plan
• Compliance with auditing and reporting requirements (2-7-503, MCA)
• A financial accounting system that the Department can reasonably ensure conforms to generally accepted accounting principles (GAAP)
• MCEP staff will contact Local Government Services Bureau
• For more information, please call 444- 9101 or visit http://sfsd.mt.gov/LGSB
Project Budget EXHIBIT B -- Sample Project Budget
ADMINISTRATION MCEP RRGL SRF Local TOTAL
Personnel Cost $500.00 $500.00 Office Cost $500.00 $500.00 Professional Services $1,000.00 $1,000.00 $2,000.00 Legal Costs $500.00 $500.00 $1,000.00 Audit Fees $100.00 $100.00 Travel & Training $500.00 $500.00 Interim Interest $45,646.00 $45,646.00 Bond Costs $500.00 $500.00
$0.00 $0.00
Land Acquisition $1,000.00 $1,000.00 $2,000.00 Preliminary Engineering Design $10,000.00 $10,000.00 Final Engineering Design $50,000.00 $5,000.00 $55,000.00 Construction Inspection Eng. $50,000.00 $50,000.00 Construction $387,000.00 $125,000.00 $1,000,000.00 $1,512,000.00 Contingency $50,000.00 $50,000.00
$0.00 $0.00
CONSTRUCTION RELATED ACTIVTIES
ADMINISTRATION
MCEP
RRGL
SRF
Local
TOTAL
$500,000.00
$125,000.00
$1,102,646.00
$2,100.00
$1,729,746.00
Availability of Funds O Consider the timing of the availability of
other funds O When will other funds be available? O When will you need to pay the engineer? O Are you moving funds between line items in the
budget? How often & why? O What do you need contingency for? O When will the budget be finalized?
Project Implementation Schedule EXHIBIT A
SAMPLE
PROJECT CONSTRUCTION
Begin Construction
PROJECT CONSTRUCTION
Begin Construction
• Financial Management • Designates who is responsible for
what action items during the project • Create a management plan based on
how things are carried out at the local level
Exhibit 1-B Management Plan The management plan adopted by the local government should reflect the actual procedures utilized by the local government and based on the duties assigned to the various people involved in the project. Note: This example is provided to help create a plan that is structured upon the actual procedures utilized by the local government and based on the duties assigned to the various people involved in the project. This example may be modified to fit the actual needs and management responsibilities of the project.
I. Administrative Structure The City of ______________ is an incorporated city with a Mayor-Council form of government. The following persons will have lead responsibility for administering the City's FY ____ Treasure State Endowment Program (TSEP) public facilities project for [type] improvements: Mayor ____________, as the City's chief elected official will have responsibility for all official contacts with the Montana Department of Commerce. The Mayor and City Council will have ultimate authority and responsibility for the management of project activities and expenditure of TSEP funds. The approval of all contracts and request for reimbursements will be the responsibility of the City Council. (Telephone ___________ Email____________) ___________________, Clerk-Treasurer, as the City's chief financial officer, will be responsible for management of, and record keeping for, the TSEP funds and other funds involved in the financing of the ____ [type] project. (Telephone __________ Email _____________) ___________________, Director of the City-County Planning Board, will be designated as Grant Manager and be responsible for overall grant management and assuring compliance with applicable federal and state requirements for the TSEP project. The Grant Manager will serve as the City's liaison with Department for the project. One-fourth of this position's time will be devoted to TSEP administration during the term of the project. (Telephone ____________ Email
Exhibit 1-B
Management Plan
The management plan adopted by the local government should reflect the actual procedures utilized by the local government and based on the duties assigned to the various people involved in the project.
Note: This example is provided to help create a plan that is structured upon the actual procedures utilized by the local government and based on the duties assigned to the various people involved in the project. This example may be modified to fit the actual needs and management responsibilities of the project.
I. Administrative Structure
The City of ______________ is an incorporated city with a Mayor-Council form of government. The following persons will have lead responsibility for administering the City's FY ____ Treasure State Endowment Program (TSEP) public facilities project for [type] improvements:
Mayor ____________, as the City's chief elected official will have responsibility for all official contacts with the Montana Department of Commerce. The Mayor and City Council will have ultimate authority and responsibility for the management of project activities and expenditure of TSEP funds. The approval of all contracts and request for reimbursements will be the responsibility of the City Council. (Telephone ___________ Email____________)
___________________, Clerk-Treasurer, as the City's chief financial officer, will be responsible for management of, and record keeping for, the TSEP funds and other funds involved in the financing of the ____ [type] project. (Telephone __________ Email _____________)
___________________, Director of the City-County Planning Board, will be designated as Grant Manager and be responsible for overall grant management and assuring compliance with applicable federal and state requirements for the TSEP project. The Grant Manager will serve as the City's liaison with Department for the project. One-fourth of this position's time will be devoted to TSEP administration during the term of the project. (Telephone ____________ Email _____________)
___________________, City Attorney, as the City's legal counsel, will review and advise the Mayor and Council regarding any proposed contractual agreements associated with the TSEP project and provide any other legal guidance as requested. (Telephone ____________Email _____________)
___________________, Project Engineer, will be responsible for construction-related activities including preparation of preliminary engineering, final design plans and specifications, as well as construction inspection. Contractor compliance, scheduling, and payment requests will also be subject to the Project Engineer's review and approval. (Telephone_________ Email ____________)
II. Grant Management
1. Compliance with any applicable environmental requirements.
2. Assisting the Grant Recipient with all requirements related to effective project start-up and implementation and developing a contract with Department.
3. Preparing any legal notices required to be published, and processing and conducting any required public hearings or informational meetings.
4. Establishing and maintaining complete and accurate project files and preparing all documentation and reports incidental to administration of the grant.
5. Assisting the Grant Recipient with selection of the Project Engineer, in conformance with procurement requirements, including the preparation of requests for proposals for publication or other distribution.
6. Reviewing all proposed project expenditures or requests for payment to ensure their propriety and proper allocation of expenditures to the TSEP budget.
7. In cooperation with the Clerk-Treasurer, processing payment requests and preparing requests for reimbursement to the Department, including the Request for Payment, Status of Funds Report, Invoice Tracking Spreadsheet and the Project Progress Report.
8. Monitoring the contractor selection process, including the bid advertising, tabulation and award process and construction contract provisions in conformance with applicable laws.
9. Attending the preconstruction conference and monthly construction progress meetings.
10. Monitoring contractor compliance with applicable requirements.
11. Assuring compliance with all state labor standards requirements. Responsibilities will include the review of weekly payroll reports to assure compliance with state prevailing wage requirements; periodic visits to the construction site to assure that required equal opportunity, labor standards, and prevailing wage determinations have been posted; and conducting on-site interviews with construction personnel to assure prevailing wage compliance.
12. Assuring compliance with applicable equal opportunity requirements.
13. Preparing all required performance reports and project closeout documents for submittal to the Department.
14. Attending Council meetings to provide project status reports and representing the TSEP project at any other public meetings, as deemed necessary by the local officials.
15. Receiving official project complaints and ensuring that complaints are reasonably addressed in a timely manner.
B. The Project Engineer will be responsible for:
1. Design and construction engineering.
2. Preparation of the construction bid package in conformance with applicable requirements and supervision of the bid advertising, tabulation, and award process, including the preparation of the advertisements for bid solicitation, conducting the bid opening, and issuance of the notice to proceed.
3. Conducting the preconstruction conference, with the assistance of the grant manager.
4. Supervision of construction work and preparation of inspection reports.
5. Reviewing and approving all contractor requests for payment and submitting the approved requests to the Grant Recipient.
III. Financial Management
A. The Clerk-Treasurer's financial responsibilities will be as follows:
1. Managing the transfer of TSEP funds from the Department to the grant recipient's bank account and disbursing TSEP funds based on claims and supporting documents approved by the grant manager, project engineer, and contractor.
2. Entering all project transactions into the Grant Recipient’s existing accounting system, and preparing checks/warrants for approved expenditures.
3. With the assistance of the Grant Manager, preparing the Request for Payment and accompanying draw reports and documentation to be submitted to Department.
4. With the assistance of the Grant Manager, preparing the final financial reports for project closeout.
B. The Grant Manager and Clerk-Treasurer will review all proposed expenditures of TSEP funds and will prepare requests for reimbursement, which will be signed by the officials cited in the signatory form. All disbursements will be handled in accordance with the Grant Recipient's established claim review procedures. Before submitting the claim to the Clerk-Treasurer, the Grant Manager will attach a certification to each claim stating that the proposed expenditure is an eligible expense of the Grant Recipient's TSEP project and consistent with the project budget. The Council will review all claims before approving them.
C. Financial record keeping will be done in conformance with state law. The original financial documents (claims with attached supporting material) will be retained in the Grant Recipient's offices.
D. Appropriate documentation of administrative costs will be maintained by the Grant Manager and the Clerk-Treasurer to document all time worked on the TSEP project that will be compensated with TSEP funds.
This management plan has been approved by the Grant Recipient, _____________ and the individuals named within have been informed of the responsibilities stated within this plan.
Chief Elected Official or
Treasure State Endowment Program 1-B.4
Other Start–up Comments • Environmental assessment (EA)
was completed with application • If project has been modified, EA
may need to be updated – Compliance with the Montana Environmental Policy
Act (MEPA)
MCEP Contract • The contract details the following:
• the amount of MCEP funds to be provided • the scope of work to be completed • a detailed preliminary project budget • an implementation schedule • any special conditions (if applicable) • the general terms and conditions associated with
the grant
Contract Execution Step 1: Email from MCEP Staff sent to grantee requesting valid email addresses for those signing contract
O person Approving as to Form (typically an attorney), Chief Elected Official, Attester
Step 2: Email from DocuSign.com asking for electronic signatures
O Signing will be electronic – all correspondence will be through email from DocuSign.com
Step 3: Signatures obtained from Grantee and Commerce; staff will provide a .pdf of executed contract to the grantee
Between Contract Execution and Access to Funds
• Certificate of Insurance • Designation of Depository
– Form 204 if new or changes to an account on file
• Signature Certification Form
Templates available at: Project Grants - Montana Coal Endowment Program - Community Development Division (mt.gov)
Receiving Funds
Exhibit 2-C Signature Certification Form Montana Department of Commerce Community Development Division – Montana Coal Endowment Program 301 S. Park Avenue PO Box 200523 Helena, Montana 59620-0523 This is to certify that the following officials1 are authorized to sign requests for payment of the Montana Coal Endowment Program (MCEP) funds for the (name of grantee: City, Town, or County of ___________,) 20__Bi MCEP grant: 1. _______________________
Signature ______________________ Typed Name
Title
It is understood that any two of the above signatories must sign each request for payment submitted. 2I hereby certify that I have witnessed the signing of the above named signatures. ______________________ Date: ________________________ Signature of Witness ___________________________________ Typed Name and Title of Witness SUBSCRIBED AND SWORN TO, before me, a Notary Public for the State of Montana, on the _________ day of __________________, 20__.
_______________________________________________ Notary Public for the State of Montana (type or print name)
(Notary Seal) Residing at _____________________________________ My Commission expires __________
1Sugges ted s ignatories include the ch ief elected official (Mayor, Chairperson of County Com m iss ion , Triba l Chairperson and/ or Triba l Council Mem bers ), city o r county clerk or t reasurer, o r o ther local o fficials . Consultan ts under cont ract m ay no t be a s ignatory. 2 Sugges ted w itness is an e lected official o ther than one of the th ree s ignatories
Exhibit 2-D Designation of Depository for Direct Deposit of MCEP Funds
_____________________________
Name of Bank Address ______________________________ Signature of Authorized Bank Officer Title of Authorized Bank Officer _____________________________ Date
Liability Insurance Requirements
• Insurance coverage is a requirement for the contract with Commerce
• Must provide current proof of insurance throughout project
• Commerce must be named as an additional insured
Example Insurance Certificate
Establish Project Files • Good record keeping is
crucial to successful management of the project
• Original and complete documentation for the project is required to be retained in the offices of the local governing body or district and made available to the public if requested
Timely Project Completion • HB 11 and HB 14 identify these two
important dates: – If start-up conditions have not been met by
September 1, 2022, the project will be reviewed by the next regular session of the Legislature and could potentially be withdrawn
– HB 11 and HB 14 state a grant recipient must meet start-up conditions by September 30, 2024 or the grant will automatically terminate
• Commerce Contract will identify: – MCEP grant recipients are required to incur
construction costs by June 30, 2025 or the grant may be terminated
Questions? Contact Us… We are here to help 406-841-2770
[email protected]
Chapter 2
Project Management
Project Lifespan
• All 2023 Biennium MCEP projects must have construction costs incurred by June 30, 2025
O All 2023 Biennium MCEP projects that have NOT met start up by September 1, 2022 will be reviewed by the Legislature to determine if the grant should be withdrawn
Project Amendment O Scope of Work O Extensions
O Require Commerce approval and justifications and contract process
Budget Modification O Modification requests less than $5,000 O Modification requests over $5,000
require Commerce approval in writing prior to modifying budget and request for funds submission
O All modifications need to be noted on every Uniform Status of Funds & discussed with MCEP staff
Sheet1
UNIFORM STATUS OF FUNDS SPREADSHEET FOR: Town of XYZ DATE:
7/28/21
$500,000.00
$18,135.22
$159,249.73
$322,615.05
$125,000.00
$125,000.00
$0.00
$0.00
$1,142,100.00
$96,637.91
$148,865.43
$896,596.66
$1,767,100.00
$547,888.29
$1,219,211.71
Copy and submit to the applicable funding agency with each drawdown request.
uniblank2.xls
1/3/2018 moved $2,000 from Construction Engineering into Final Engineering Design.
5/15/2018 moved $3,000 from Construction into Final Engineering Design to offset engineering design costs that RD unable cover until loan close.
8/8/2018 submitted request to move $5,000 from Contingency into Construction for Change Order 1. Modification approved by email on 8/10/2018.
Eligible Expenses – Construction activities directly
related to scope of work – Professional services directly
related to scope of work – Repayment of directly related
interim financing – Legal cost, bond counsel – Grant administration costs
Ineligible Expenses • Operation and maintenance • Furnishings and fixture purchases that are not
dedicated or permanent to facility • Costs of refinance, servicing or interest of current
debt • Costs incurred prior to date listed in Award letter • Privately owned service lines • Any project cost incurred if a contract has not
been executed with Commerce
Matching Funds • Cash Match
– Local general funds or cash – Proceeds from bond sales – Entitlement or formula federal and state funds – Loan or grant funds from another state or federal
program • Previous Cash Expended • In-Kind Match
– Value of land provided by grantee – Value of labor by grantee employees – Value of machinery or materials used for
construction of project
Form • Invoices • Progress Reports • Uniform Status Funds • Invoice Tracking Spreadsheet • Lump sum contracts not sufficient
– Cost plus contracts not allowable – Multipliers not allowable
Accounting, Auditing
• 2 -7-503 MCA • 20-9-213 MCA • Tribal governments
– OMB Circular A-133
funded activity • Organized files • Retain for 5 years at local
government’s offices after grant closeout – Or, conclusion of any litigation or claims
• Access to records upon request
Ethics, Conduct and Conflicts
• Each individual responsible for compliance with laws
Procurement • Procurement is GRANTEE’S responsibility • Must follow applicable statutes
– MCA Title 7, Chapter 5, Parts 23, 43 – Local requirements
• Free and open competition • May not divide or sequence activities to
circumvent procurement methods • Must send documentation of procurement
to Commerce • Must send executed agreements to
Commerce
Public Notice and Participation • Progress reports
– Council or commission meetings • Project signage • Press releases
– Ground breaking, ribbon cuttings, tours
• Newsletters, websites, regular outreach • Complaints about projects happen!
– Who will manage and how it will be addressed
– Keep written records – Resolve complaint quickly
Non-Discrimination Full compliance with: • Montana Human Rights Act • Civil Rights Act of 1964 • Age Discrimination Act 1975 • Americans with Disabilities Act 1990 • Section 504 of the Rehabilitation Act of
1973 – All contractors and subcontractors must comply
Prevailing Wages • Montana’s Prevailing Wage Act
– 18-2-401, et seq, MCA – All contracts exceeding $25,000 – Grantees should be prepared to
document appropriate payment • Federal Davis Bacon Wages
may supersede
o Regular communication
o On-Site monitoring o Staff will visit the project/grantee
offices o Review key project requirements o Discuss any issues and resolve any
monitoring concerns
Purpose of Monitoring • Provide technical assistance • Determine whether the grantee is:
• Complying with state law and program requirements • Carrying out project activities as set forth in contract
scope of work • Charging eligible costs incurred • Properly using and accounting for funds
• Original and complete documentation must be kept in the grantee’s local government or district offices
Project Closeout • Submit:
– Certificate of Substantial Completion – Project Completion Report (within 90
days) • Copy of the long-term O&M manual • Summary of citizen
comments/complaints • Statement of Costs • Certification of Grantee • Proposed and actual accomplishments
Closeout, continued O Final Request For Reimbursement O Two percent retainage or remaining balance
released after approval of the closeout documentation & final request for reimbursement has been received
O Final Closeout Letter O Retain all project records at local gov’t offices
five years after closeout
State and Local Procurement
Tool Kit Guidance
Outline • General Rules • Small Purchase • Limited Solicitation • Proposals and Bids • Sole Source • Professional Services • Conflict of Interest • Code of Ethics • Rules of Conduct
Procurement • Procurement is GRANTEE’S
responsibility • Must follow applicable statutes
– Montana Code Annotated (MCA) – Local requirements
• Free and open competition • May not divide or sequence activities
to circumvent procurement methods • Must send documentation of
procurement to Commerce • Must send executed agreements to
Commerce
Procurement by Type • Small Purchase • Limited Solicitation • Proposals and Bids (competitive) • Sole Source • Professional Services* • Any local laws guiding
procurement
equipment, or construction $80,000 or less (§§7-5-2301 and 7-5-4302, MCA)
– Emergency Situations – council with ¾ vote may best meet the emergency and serve the public interest
– Additional adopted local government policies?
Limited Solicitation
– Good process to follow for small purchase procurement
– Additional adopted local government policies?
Proposals and Bids (a.k.a. Competitive Bidding)
• Local Government – Purchase of supplies, materials, equipment, or construction in
excess of $80,000 (§§7-5-2301 and 7-5-4302, MCA) – Contract must be awarded to lowest, responsible, responsive
bidder – Two publications in newspaper of general circulation – publish
twice with six days separating
Sole Source
• Local Government
agencies and local governments (§18- 8-201, et seq., MCA)
• Applies to architectural, engineering and land surveying services
Professional Services
• Request for Qualifications (RFQ) • Process allows for selection of firm(s) most
qualified to provide the services required after agency publishes requirement for services
• If publishing one proposal for multiple professional services and including grant administration, make it clear firms/consultants may respond to a single or combination of services in the proposal by using the words “and/or”
Professional Services…
do so via direct negotiation (18-8-212 MCA)
• Allows for local agency to enter into a contract with 1 or more firms from RFQ to provide services on as-needed basis for 1 or more projects (18-8-204(3) MCA)
SAMPLE NOTICE
[email protected] (406) 841 -2770
Request for Reimbursements
Overall Budget Adjustments • Update the budget after bids are opened
– If bids come in low: • Engineer’s estimate = $600,000 • Low bidder costs = $550,000 • MCEP = 50% of overall budget • 50% of cost savings ($25,000) into MCEP
contingency. • Remaining $25,000 split proportionately to
meet other funders requirements. – If bids come in high:
• Grantee may need to seek out additional funding to cover shortfall in budget before starting construction
Budget Modifications
• Cumulative line-item amendments of $5,000 or more must receive prior written MCEP approval
• If a modification of less than $5,000 is necessary, need to make sure eligible MCEP costs if MCEP will be paying
• ALL budget modifications must be notated on the bottom of the Uniform Status of Funds spreadsheet
• Contingency funds are generally only to be used for construction costs
Sheet1
ADMINISTRATION
MCEP
RRGL
SRF
Local
TOTAL
Administration Expenses • Grantees can only be reimbursed for costs that
have been incurred – Eligible Administration Costs: Must be
directly related to the administration of the project
• Personnel
• Travel & Training
Eligible Expenses – Eligible expenses incurred after April 30, 2021 – Must be classified and accounted for on a
direct-cost basis. Indirect costs are not eligible for reimbursement
– Any reasonable cost directly related to planning, design, construction, acquisition, site improvements, reconstruction, or identified scope of work
– Connection charges (hook-up fee and connection costs), water meters, 50% computer hardware, bond costs, legal, land acquisition, other
Ineligible Expenses • Costs related to annual operation and
maintenance • Purchase of non-permanent furnishings and
fixtures or equipment that is not permanently installed
• Costs incurred prior to April 30, 2021
• Non-executed contract
Retainage
• MCEP retains two percent (2%) of the total grant until: – The project has been completed - a
Certificate of Substantial Completion has been issued
– Final closeout documents have been submitted and approved
Documents for Request for Reimbursement
• Request for Reimbursement Form • Uniform Status of Funds spreadsheet • Uniform Invoice Tracking spreadsheet • Invoices (various) • Project Progress Report • Updated Signatory & Depository forms if applicable • Form 204 if any accounts are new or changed from what
may already exist with the State accounting
Request for Reimbursement TSEP CONTRACT NUMBER REQUEST NUMBER MT-TSEP-CG-YR-XXX
SECTION II - FINANCIAL A
Request
D Balance Remaining After This Request
1. TOTAL ADM INISTRATION BUDGET $2,000.00 $200.00 $0.00 $1,800.00 % of Total Grant % of Column A
0.004 0.10
5. TOTAL TSEP GRANT BUDGET $500,000.00 $18,135.22 $159,249.73 $322,615.05
TOTAL Amount Requested
SECTION I - TSEP RECIPIENT INFORMATION
DATE: SIGNATURE TITLE
BUDGET AMENDMENT APPROVED _________
routing # 999-10101
4. Percent
2. Percent
Please submit request for reimbursements and all supporting documentation and reports to: Montana Department of Commerce, Community Development Division, PO Box 200523, Helena MT 59620-0523
DATE:
Sheet1
TSEP CONTRACT NUMBER
Make Deposit Payable To:
C Amount Requested
1. TOTAL ADMINISTRATION BUDGET
$500,000.00
$18,135.22
$159,249.73
$322,615.05
Please submit request for reimbursements and all supporting documentation and reports to: Montana Department of Commerce, Community Development Division, PO Box 200523, Helena MT 59620-0523
DATE:
SIGNATURE
TITLE
DATE:
COUNTERSIGNATURE
TITLE
TITLE:
BUDGET AMENDMENT APPROVED _________
Treasure State Endowment Program &"Arial,Bold"REQUEST FOR REIMBURSEMENT FORM
UNIFORM STATUS OF FUNDS SPREADSHEET FOR: Town of XYZ DATE: 7/19/2021
ADMINISTRATIVE/ FINANCIAL COSTS: Budgeted
Balance Remaining Budgeted Expended Balance
Personnel Costs $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 Office Costs $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 Professional Services $1,000.00 $200.00 $800.00 $0.00 $1,000.00 $665.00 $335.00 $2,000.00 $865.00 $1,135.00 Legal Costs $500.00 $500.00 $0.00 $500.00 $500.00 $1,000.00 $0.00 $1,000.00 Audit Fees $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 Travel & Training $500.00 $500.00 $0.00 $0.00 $500.00 $0.00 $500.00 Loan Fees $0.00 $0.00 $500.00 $500.00 $500.00 $0.00 $500.00 Loan Reserves $0.00 $0.00 $500.00 $500.00 $500.00 $0.00 $500.00 Interim Interest $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 Bond Cost $0.00 $0.00 $0.00 $0.00 $0.00 $0.00
$0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00
Total Administrative Costs $2,000.00 $200.00 $0.00 $1,800.00 $0.00 $0.00 $0.00 $0.00 $2,500.00 $665.00 $0.00 $1,835.00 $4,500.00 $865.00 $3,635.00
ACTIVITY COSTS: Land Acquisition $1,000.00 $1,000.00 $0.00 $0.00 $1,000.00 $0.00 $1,000.00 Preliminary Engineering $10,000.00 $7,002.01 $2,997.99 $0.00 $0.00 $10,000.00 $7,002.01 $2,997.99 Final Engineering Design $50,000.00 $10,933.21 $39,066.79 $0.00 $5,000.00 $5,000.00 $55,000.00 $10,933.21 $44,066.79 Construction Engineering $100,000.00 $10,384.30 $89,615.70 $0.00 $50,000.00 $20,416.87 $29,583.13 $150,000.00 $30,801.17 $119,198.83 Construction $287,000.00 $148,865.43 $138,134.57 $0.00 $1,000,000.00 $75,556.04 $148,865.43 $775,578.53 $1,287,000.00 $373,286.90 $913,713.10 Contingency $50,000.00 $50,000.00 $125,000.00 $125,000.00 $0.00 $84,600.00 $84,600.00 $259,600.00 $125,000.00 $134,600.00
$0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00
Contingency $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 Total Activity Costs $498,000.00 $17,935.22 $159,249.73 $320,815.05 $125,000.00 $125,000.00 $0.00 $0.00 $1,139,600.00 $95,972.91 $148,865.43 $894,761.66 $1,762,600.00 $547,023.29 $1,215,576.71
TOTAL PROJECT COSTS $500,000.00 $18,135.22 $159,249.73 $322,615.05 $125,000.00 $125,000.00 $0.00 $0.00 $1,142,100.00 $96,637.91 $148,865.43 $896,596.66 $1,767,100.00 $547,888.29 $1,219,211.71 Copy and submit to the applicable funding agency w ith each draw dow n request. uniblank2.xls 10/3/2019 moved $2,000 from Construction Engineering into Final Engineering Design. 5/15/2020 moved $3,000 from Construction into Final Engineering Design to offset engineering design costs that RD unable cover until loan close. 8/8/2020 submitted request to move $5,000 from Contingency into Construction for Change Order 1. Modification approved by email on 8/10/2018.
Funding Source: MCEP Total BudgetFunding Source: RD Funding Source: RRGL
Sheet1
UNIFORM STATUS OF FUNDS SPREADSHEET FOR: Town of XYZ DATE:
7/28/21
$500,000.00
$18,135.22
$159,249.73
$322,615.05
$125,000.00
$125,000.00
$0.00
$0.00
$1,142,100.00
$96,637.91
$148,865.43
$896,596.66
$1,767,100.00
$547,888.29
$1,219,211.71
Copy and submit to the applicable funding agency with each drawdown request.
uniblank2.xls
10/3/2019 moved $2,000 from Construction Engineering into Final Engineering Design.
5/15/2020 moved $3,000 from Construction into Final Engineering Design to offset engineering design costs that RD unable cover until loan close.
8/8/2020 submitted request to move $5,000 from Contingency into Construction for Change Order 1. Modification approved by email on 8/10/2018.
UNIFORM INVOICE TRACKING SPREADSHEET FOR: Town of XYZ DATE: 7/19/2021
Vendor's Name
Invoice Date or Time Period Covered
Total Amount of Invoice
Warrant Number Date Paid Funding Source, Amount Expended, Drawdown Number
Total Amount Paid This Invoice
Funding Source: Funding Source: Funding Source: Funding Source: MCEP # RRGL # RD # Town #
Exceptional Administrators 11 8/1-9/1 $200.00 2222 10/25/19 $100.00 1 $0.00 $100.00 1 $200.00 Top Notch Engineering 15119 7/1-7/31 $7,102.01 7777 08/25/19 $7,002.01 1 $0.00 $100.00 1 $0.00 $7,102.01 Top Notch Engineering 15226 8/1-9/30 $21,866.42 8255 10/05/19 $10,933.21 1 $0.00 $10,933.21 1 $0.00 $21,866.42 Exceptional Administrators 21 9/2-10/31 $565.00 8999 11/10/19 $0.00 $0.00 $565.00 2 $0.00 $565.00 Top Notch Engineering 15516 10/1-10/31 $9,383.66 9874 11/10/19 $0.00 $0.00 $9,383.66 2 $0.00 $9,383.66 Git Er Done Construction 1 10/1-10/31 $200,556.04 9874 11/10/19 $0.00 $125,000.00 1 $75,556.04 2 $0.00 $200,556.04 Top Notch Engineering 15686 11/1-11/30 $10,384.30 10008 12/15/19 $10,384.30 2 $0.00 $0.00 $0.00 $10,384.30 Git Er Done Construction 2 11/1-11/30 $297,730.86 10008 12/15/19 $148,865.43 2 $0.00 $148,865.43 3 $0.00 $297,730.86
$0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00
Copy and submit to the applicable funding agency with each drawdown reque TOTALS $547,788.29 $177,284.95 $125,000.00 $245,403.34 $100.00 $547,788.29 uniblank.xls
unitrack
DATE:
7/28/21
Invoice Date or Time Period Covered
Total Amount of Invoice
Total Amount Paid This Invoice
Funding Source:
Funding Source:
Funding Source:
Funding Source:
Funding Source:
2
11/1-11/30
$297,730.86
10008
12/15/19
$148,865.43
2
$0.00
$148,865.43
3
$0.00
$0.00
$297,730.86
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
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$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
Copy and submit to the applicable funding agency with each drawdown request.
TOTALS
$547,788.29
$177,284.95
$125,000.00
$245,403.34
$100.00
$0.00
$547,788.29
uniblank.xls
Detailed Invoices
• A description of work performed • The number of hours worked to
accomplish each item • The amount being billed for each item • Work performed date(s) and work items
completed, if upon request from MCEP • Beginning and ending billing period dates • A description of any other eligible
expenses incurred during the billing period
• The total amount being billed
Example Detailed Invoice
• Executed Agreement/Contract Documents
• 1% MT Gross Receipts Tax
Exhibit 2-B MCEP Project Progress Report
Name of MCEP Recipient:
Grant Contract Number: #MT-MCEP-CG-
Request for Reimbursement Number:
Date:
Administration: Amount Requested Include the amount and a brief description of each individual administrative/financial related expenditure (invoice) that will be paid for in whole or in part using MCEP funds. Attach a copy of each invoice. Include summary payroll information for all work performed by the MCEP recipient’s employees. At a minimum, include the name, title, time period or date(s) that work was performed, rates charged/hour, total hours worked, activities performed, and total amount earned.
Activity: Amount Requested Include the amount and a brief description of each individual construction related expenditure (invoice) that will be paid for in whole or in part using MCEP funds. Attach a copy of each invoice. Include summary payroll information for all work performed by the MCEP recipient’s employees. At a minimum, include the name, title, time period/date that work was performed, total hours worked, activities performed, and total amount earned.
Exhibit 2-B
Amount Requested
Include the amount and a brief description of each individual administrative/financial related expenditure (invoice) that will be paid for in whole or in part using MCEP funds. Attach a copy of each invoice. Include summary payroll information for all work performed by the MCEP recipient’s employees. At a minimum, include the name, title, time period or date(s) that work was performed, rates charged/hour, total hours worked, activities performed, and total amount earned.
Activity:
Amount Requested
Include the amount and a brief description of each individual construction related expenditure (invoice) that will be paid for in whole or in part using MCEP funds. Attach a copy of each invoice. Include summary payroll information for all work performed by the MCEP recipient’s employees. At a minimum, include the name, title, time period/date that work was performed, total hours worked, activities performed, and total amount earned.
Project Status (Administration/Financial and Construction):
This portion of the report should provide a summary of the overall status of the project and any other information relevant to the implementation of the project. Include a description of any accomplishments achieved since the last progress report submitted. Include timelines for milestones or completion of activities.
Use quantitative terms whenever possible. First, provide the percent estimate of how complete the project is in its entirety, and then provide estimates for major components of the project.
Provide any other information that appears pertinent, such as anticipated changes in the contract budget, implementation schedule, or scope of services. For example, if you anticipate any problems or delays that could affect the project implementation schedule or budget, these should be fully described and discussed well in advance, since a budget adjustment requires prior approval. Finally, indicate any milestones from the implementation schedule that are behind schedule and indicate when they should be completed.
The following is a summary of what has been accomplished through <date>:
Submitting Request for Reimbursement
• Mail: Community Development Division | 301 S Park Ave | PO Box 200523 | Helena, MT 59620
• Email: depending on file size • Electronically through File Transfer:
https://transfer.mt.gov/
Questions?
[email protected]
406-841-2770
Montana Environmental Policy Act (MEPA)
• Intends to avoid or mitigate adverse impacts on environment before a project is funded and approved
• MEPA is a problem solving tool – First objective: full disclosure of all
relevant facts – Second objective: public
participation
• Other Environmental Law and Permits also apply
• See A Guide to the Montana Environmental Policy Act, and A Citizen’s Guide to Public Participation in Environmental Decision- making
– http://leg.mt.gov/reference
equipment or facilities – Investigation, enforcement, data collections,
inspection – Ministerial actions (in which the agency exercises
no discretion and rather acts upon a given state of facts in a prescribed manner);
– Social or economic actions and that do not affect the human environment;
– MCEP projects are NOT usually excluded – MEPA public processes must still be followed – NOTE: This is NOT an all inclusive list of
possibilities
determine if EIS required • Environmental Checklist – examines and
documents effects of proposed action on environment
• Determine significance of impacts • Describe alternatives and proposed mitigation • Provides for public review – public disclosure
and comment, amount of review should match project complexity and depth of environmental issues and public interest
Environmental Assessment(EA)
• If no significant impact, approve final EA – An action to approve final EA taken by the
grantee at public hearing or meeting and documentation of final action
• If significant impact, begin full EIS • Documentation of EA process must be
provided to Commerce
which may have any environmental impact
• Offers the public a chance to provide comments or ask questions
• Public hearing or meeting with adequate notice
• Final determination/acceptance of finding level
• Public legally still has 30 days from date of decision to challenge the determination
Environmental Impact Statement (EIS)
• Required if analysis determines significant adverse impacts to human environment
• Specific requirements in law for content of draft and final EIS
• Draft EIS must be provided to Governor, EQC, Commerce and all interested parties, minimum 30 days
• Federal Agency involved? Joint EIS may apply • Wait 15 days after transmittal to above parties before
making final decision on action
Supplemental Review • Final EA or EIS approval, project may begin with
mitigation as determinations made in EA or EIS • Substantive Changes to the Scope of Project
affecting the original EA – Additional or updated EA review will be necessary - ARPA changes??
• If scope necessitates additional review, follow same process
• Reimbursements will be suspended until updated process completed
• Other funding sources may have additional steps to undertake to their processes
Other laws and permits • Additional environmental laws may apply to your
project – Check other agencies’ requirements and permit requirements – Stream Protection Act (SPA 124 permit) – FWP – Floodplain Management Act (floodplain permit) – DNRC or
local – Clean Water Act (404 Permit) – US Army Corps of Engineers – Water Quality Act (318 Authorization) – DEQ – Water Rights – DNRC – Stormwater Discharge (MPDES Permit) – DEQ – State Antiquities Act (Cultural Resources Survey) – SHPO – Sage Grouse Habitat Conservation Program & Strategy – Other
Questions? Additional guidance on website: comdev.mt.gov
[email protected] (406) 841-2770
Involving the Public
Tool Kit Guidance
What’s happening? • Progress Reports • Press Releases
– Submit for our review prior to publishing • Groundbreaking or Ribbon Cutting
Ceremonies – Open House Tours • Newsletters or Mailings • Local Government/District Website –Social
Media – List serves
• There should be a conversation amongst the local government, consultants, contractor(s) developing a plan or process for complaints
• Keep written records of the who, what, when, and where relative to the complaint
• Resolve the complaint as soon as possible and record how it was resolved
GAMCh1
MCEP Grant Conditions
Documentation of Non-MCEP Funds
Project Budget
Receiving Funds
Sole Source
Professional Services
Professional Services
Professional Services…
Request for Reimbursement
Slide Number 11
Slide Number 12
Slide Number 16
Levels of Review