Source: https://www.tsbvi.edu/c-policy-items/1471-cbb-tsbvi-state-and-federal-revenue-sources-federal?layoutMode=mobile
Timestamp: 2020-02-22 01:41:55
Document Index: 696054088

Matched Legal Cases: ['art 200', 'art 3474', 'art 200', 'art 2', 'art 2', 'art 200', 'art 200', 'art 180', 'art 75', 'art 76', 'art 81', 'art 180']

34 CFR 75, 76, 77, 79, 81, 82, 84, 86, 97, 98, and 99. 34 CFR 77.1(c)
The Department of Education (DOE) adopts the Office of Management and Budget (OMB) Guidance in 2 CFR Part 200 Uniform Guidance, except for 2 CFR 200.102(a) and 2 CFR 200.207(a). Thus, 2 CFR Chapter XXXIV, Part 3474 gives regulatory effect to the OMB guidance and supplements the guidance as needed for the DOE. 2 CFR 3474.1
The Uniform Guidance (2 CFR Part 200) established uniform administrative requirements, cost principles, and audit requirements for federal awards to TSBVI as a non-federal entity. It is intended to streamline and consolidate government requirements for receiving and using federal awards so as to reduce administrative burden and improve outcomes. 2 CFR 200.64(j), .69, .100
Note: The Uniform Guidance applies to all new grant awards and non-competing continuations (NCCs) made on or after December 26, 2014 (see 2 CFR 200.110)
For more information on EDGAR, the Uniform Guidance, and the federal regulations that apply to federal education grant awards, visit TEA’S New EDGAR website and the DOE’s EDGAR website, Uniform Guidance website, and FAQs.
TSBVI is responsible for complying with all requirements of the federal award. 2 CFR 200.300(b)
TSBVI must disclose in writing any potential conflict of interest to the DOE or TEA in accordance with applicable federal policy. 2 CFR 200.112
Mandatory Disclosures of Crimes
TSBVI must disclose, in a timely manner, in writing to the DOE or TEA all violations of federal criminal law involving fraud, bribery, or gratuity violations potentially affecting the federal award. Failure to make required disclosures can result in any of the remedies described in 2 CFR 200.338 (Remedies for noncompliance), including suspension or debarment. 2 CFR 200.113
TSBVI must use its own documented procurement procedures which reflect applicable state laws and regulations governing the School as a state agency, provided that the procurements conform to applicable federal law and the standards identified in the Uniform Guidance.
TSBVI must maintain records sufficient to detail the history of procurement. These records will include, but are not necessarily limited to the following: rationale for the method of procurement, selection of contract type, contractor selection or rejection, and the basis for the contract price. [See Pre-Procurement Review and Contract Cost and Price]
2 CFR 200.318
TSBVI’s financial management systems, including records documenting compliance with federal statutes, regulations, and the terms and conditions of the federal award, must be sufficient to permit the preparation of reports required by general and program-specific terms and conditions; and the tracing of funds to a level of expenditures adequate to establish that such funds have been used according to the federal statutes, regulations, and the terms and conditions of the federal award.
TSBVI’s financial management system must comply with 2 CFR 200.302 (b).
2 CFR 200.302 [see also 2 CFR 200.333 (Retention Requirements for Records), .334 (Requests for Transfer of Records), .335 (Methods for Collection, Transmission and Storage of Information), .336 (Access to Records), and .337 (Restrictions on Public Access to Records)]
TSBVI must:
Establish and maintain effective internal control over the federal award that provides reasonable assurance that the School is managing the award in compliance with federal statutes, regulations, and the terms and conditions of the award. These internal controls should be in compliance with guidance in “Standards for Internal Control in the Federal Government” issued by the Comptroller General of the United States or the “Internal Control Integrated Framework” issued by the Committee of Sponsoring Organizations of the Treadway Commission (COSO).
Evaluate and monitor the School compliance with statutes, regulations and the terms and conditions of federal awards.
Take reasonable measures to safeguard protected personally identifiable information and other information the federal awarding agency or pass-through entity designates as sensitive or the School considers sensitive consistent with applicable federal, state and local laws regarding privacy and obligations of confidentiality.
2 CFR 200.303
“Internal controls” means a process, implemented by TSBVI designed to provide reasonable assurance regarding the achievement of objectives in the following categories:
2 CFR 200.61
All procurement transactions must be conducted in a manner providing full and open competition consistent with the standards of 2 CFR 200.319. In order to ensure objective contractor performance and eliminate unfair competitive advantage, contractors that develop or draft specifications, requirements, statements of work, or invitations for bids or requests for proposals must be excluded from competing for such procurements.
TSBVI must conduct procurements in a manner that prohibits the use of statutorily or administratively imposed state or local geographical preferences in the evaluation of bids or proposals, except in those cases where applicable federal statutes expressly mandate or encourage geographic preference. Nothing in this provision preempts state licensing laws. When contracting for architectural and engineering services, geographic location may be a selection criterion provided its application leaves an appropriate number of qualified firms, given the nature and size of the project, to compete for the contract.
TSBVI must have written procedures for procurement transactions. These procedures must ensure that all solicitations meet the requirements of 2 CFR 200.319(c). [See above at General Procurement Standards]
TSBVI must ensure that all prequalified lists of persons, firms, or products which are used in acquiring goods and services are current and include enough qualified sources to ensure maximum open and free competition. Also, the School must not preclude potential bidders from qualifying during the solicitation period.
2 CFR 200.319
TSBVI must use the following methods of procurement as appropriate. 2 CFR 200.320
Micro-purchase threshold means $3,500. 48 CFR 2.101
Procurement by micro-purchase is the acquisitions of supplies or services, the aggregate dollar amount of which does not exceed the micro-purchase threshold. To the extent practicable, the School must distribute the micro-purchases equitably among qualified suppliers. Micro-purchases may be awarded without soliciting competitive quotations if TSBVI considers the price to be reasonable. 2 CFR 200.320(a)
“Micro-purchase” means a purchase of supplies or services using simplified acquisition procedures, the aggregate amount of which does not exceed the micro-purchase threshold. Micro-purchase procedures comprise a subset of school’s small purchase procedures. TSBVI uses such procedures in order to expedite the completion of its lowest-dollar small purchase transactions and minimize the associated administrative burden and cost. The micro-purchase threshold is set by the Federal Acquisition Regulation at 48 CFR Subpart 2.1 Definitions. 2 CFR 200.67
Small purchase procedures are those relatively simple and informal procurement methods for securing services, supplies, or other property that do not cost more than the simplified acquisition threshold. If small purchase procedures are used, price or rate quotations must be obtained from an adequate number of qualified sources. 2 CFR 200.320(b)
“Simplified Acquisition Threshold”
Simplified acquisition threshold mean $150,000. 48 CFR 2.101
“Simplified acquisition threshold” means the dollar amount below which TSBVI may purchase property or services using small purchase methods. Schools adopt small purchase procedures in order to expedite the purchase of items costing less than the simplified acquisition threshold. The simplified acquisition threshold is set by the Federal Acquisition Regulation at 48 CFR Subpart 2.1 Definitions and in accordance with 41 U.S.C. 1908. 2 CFR 200.88.
Bids must be solicited from an adequate number of known suppliers, providing them sufficient response time prior to the date set for opening the bids, and , the invitation for bids must be publicly advertised;
All bids will be opened at the time and place prescribed in the invitation for bids, and the bids must be opened publicly;
2 CFR 200.320(c)
Requests for proposals must publicized and identify all evaluation factors and their relative importance. Any response to publicized requests for proposals must be considered to the maximum extent practical;
TSBVI must have a written method for conducting technical evaluations of the proposals received and for selecting recipients;
TSBVI may use competitive proposal procedures for qualifications-based procurement of architectural/engineering (A/E) professional services whereby competitors’ qualifications are evaluated and the most qualified competitor is selected, subject to negotiation of fair and reasonable compensation. The method, where price is not used as a selection factor, can only be used in procurement of A/E professional services. It cannot be used to purchase other types of services though A/E firms are potential source to perform the proposed effort.
2 CFR 200.320(d)
The item is available only form a single source;
To foster greater economy and efficiency, and in accordance with efforts to promote cost-effective use of shared services across the federal government, TSBVI is encouraged to enter into state and local intergovernmental agreements or inter-entity agreements where appropriate for procurement or use of common or shared goods and services. 2 CFR 200.318(e)
TSBVI must take all necessary affirmative steps to assure that minority businesses, women’s business enterprises, and labor surplus area firms are used when possible. Affirmative steps must include:
2 CFR 200.321
TSBVI must make available upon request, for the federal awarding agency or pass-through entity pre-procurement review, procurement documents, such as request for proposals or invitations for bids, or independent cost estimates, when:
TSBVI’s procurement procedures or operation fails to comply with the procurement standards in 2 CFR Part 200;
The procurement, which is expected to exceed the simplified acquisition threshold, specifies a “brand name” product;
2 CFR 200.324(b)
TSBVI must perform a cost or price analysis in connection with every procurement action in excess of the simplified acquisition threshold including contract modifications. The method and degree of analysis is dependent on the facts surrounding the particular procurement situation, but as a starting point, the district must make independent estimates before receiving bids or proposals.
TSBVI must negotiate profit as a separate element of the price for each contract in which there is no price competition and in all cases where cost analysis is performed. To establish a fair and reasonable profit, consideration must be given to the complexity of the work to be performed, the risk borne by the contractor, the contractor’s investment, the amount of subcontracting, the quality of its record of past performance, and industry profit rates in the surrounding geographical area for similar work.
Costs or prices based on estimated costs for contracts under the federal award are allowable only to the extent that costs incurred or cost estimates included in negotiated prices would be allowable for the School under 2 CFR Part 200, Subpart E—Cost Principles. The School may reference its own cost principles that comply with the federal cost principles.
2 CFR 200.323
If TSBVI fails to comply with federal statutes, regulations, or the terms and conditions of a federal award, the federal awarding agency or pass-through entity may impose additional conditions, as described in 2 CFR 200.207 (Specific Conditions). If the federal awarding agency or pass-through entity determines that noncompliance cannot be remedied by imposing additional conditions, the federal awarding agency or pass-through entity may take one or more of the following actions, as appropriate in the circumstances:
Temporarily withhold cash payments pending correction of the deficiency by TSBVI or more severe enforcement action by the federal awarding agency or pass-through entity.
Initiate suspension or debarment proceedings as authorized under 2 CFR Part 180 and federal awarding agency regulations (or in the case of a pass-through entity, recommend such a proceeding be initiated by a federal awarding agency).
Travel costs are the expenses for transportation, lodging, subsistence, and related items incurred by employees who are in travel status on official business of TSBVI. Such costs may be charged on an actual cost basis, on a per diem or mileage basis in lieu of actual costs incurred, or on a combination of the two, provided the method used is applied to an entire trip and not to selected days of the trip, and results in charges consistent with those normally allowed in like circumstances in the School’s non-federally funded activities and in accordance with the School’s written travel reimbursement policies and procedures.
The regulations in 34 CFR Part 75 apply to each direct grant program of the DOE. 34CFR. 75.1
STATE-ADMINISTERED PROGRAM
The regulations in 34 CFR Part 76 apply to each state-administered program of the DOE. 34 CFR 76.1
GENERAL EDUCATION PROVISION GRANT
The regulation in 34 CFR Part 81 govern the enforcement of legal requirements under applicable programs administered by the DOE and implement Part E of the General Education Provisions Act (GEPA). 34 CFR 81.1
TSBVI must maintain oversight to ensure that contractors perform in accordance with the terms, conditions, and specifications of their contracts or purchase orders.
The School must maintain written standards of conduct covering conflicts of interest and governing the actions of its employees engaged in the selection, award, and administrations of contracts. No employee, officer, or agent may participate in the selection, award, or administration of a contract supported by a federal award if he or she has a real or apparent conflict of interest. A conflict of interest arises when the employee, officer, or agent, any members of his or her immediate family, his or her partner, or an organization that employs or is about to employ any of these parties, has a financial or other interest in or a tangible personal benefit from a firm considered for a contract. The officers, employees, and agents of TSBVI must neither solicit not accept gratuities, favors, or anything of monetary value from contractors or parties to subcontracts. However, the School may set standards for situations in which the financial interest is not substantial or the gift is an unsolicited item of nominal value. The standards of conduct must provide for disciplinary actions to be applied for violations of such standards by officers, employees, or agents of the School. [See BBFA, CB (TSBVI), DBD (TSBVI)]
The School and its contractors are subject to non-procurement debarment and suspension regulations at 2 CFR Part 180. These regulations restrict awards, sub-awards, and contracts with certain parties that are debarred, suspended, or otherwise excluded for or ineligible for participation in federal assistance programs or activities. 2 CFR 200.205(d), .212
TSBVI’s financial management systems, including records documenting compliance with federal statutes, regulations, and the terms and conditions of the federal award, must be sufficient to permit the preparation of reports required by general and program-specific terms and conditions. The School must establish and maintain effective internal control over the federal award that provides reasonable assurance that TSBVI is managing the federal award in compliance with federal statutes, regulations, and the terms and conditions of the federal award. 2 CFR200.302-303
[1] TEA New EDGAR website: https://tea.texas.gov/Finance_and_Grants/
[2] DOE EDGAR website: https://www2.ed.gov/policy/fund/reg/edgarReg/edgar.html
[3] DOE Uniform Guidance website: https://www2.ed.gov/policy/fund/guid/uniform-guidance/index.html
[4] DOE Uniform Guidance FAQs (PDF): https://www2ed.gov/policy/fund/guid/uniform-guidance/edfaqs1216.pdf
Amended: 9/10/82, 11/11/83, 5/29/87, 3/25/94, 11/15/96, 3/26/02, 11/21/03, 6/5/15, 11/18/16, 5/31/19