Funding principles and guidelines
The Council is a four-state regional compact organization. The Council
administers contracts in a manner similar to other government entities.
While the Council follows federal procurement practices to the extent
practicable, the Council also has developed its own contract administration
requirements. In addition, the Council?s contract for subbasin planning
funding from BPA establishes some additional requirements.
The Council?s master subbasin planning
contract (380k PDF) with Bonneville requires
that contractors, to the extent able, are responsible to obtain the most
advantageous price available, for materials, subcontracts and travel with
due regard to securing prompt delivery of satisfactory products and
services.
More specifically, as the principle contractor for subbasin planning, the
Council expects subbasin lead entities and other contractors as well, to be
able to demonstrate and document that open competitive procurement practices
were followed in selecting and awarding subcontracts.
Demonstrating that open and competitive procurement practices have been
employed could be accomplished in several ways. A lead entity (or other
contractor) could, for example: document how it utilized its own competitive
contracting requirements; solicit letters of interest and request for
qualifications from potential contractors; conduct a formal RFP process; or
provide a thorough sole source justification statement in those instances
where a competitive procurement process is not possible.
The Council?s fish and wildlife staff and contract administration staff
are available to provide advice, guidance and assistance regarding these
competitive procurement requirements
Entities requesting subbasin planning funding from the Council need to be
both aware of and understand the Council?s contract administration
requirements regarding funding.
- ?Deliverables based contracting? will be the only method of
contracting. That is, the Council?s focus will be with those entities
performing the work of developing subbasin plans. Grants are not
available. A limited amount of funding will be allocated for
state/provincial/tribal coordination and technical assistance. Funds which
would appear to be designated for ?pass through? or ?fiscal agent?
entities to distribute to third party subcontractors to perform the work
are not allowable. Funding to allow entities to observe, monitor and
follow the progress of the development of a subbasin plan are not
generally allowable unless a work product is provided.
- Allowable cost, incorporated into the contract budget in direct
support of the work products found in the statement of work will be
reimbursed.
- Cost Reimbursement basis?Contracts will be on a cost reimbursement
basis. The Council may consider Fixed Price and Time and Materials forms
of contracting when appropriate. ?Not to Exceed? provisions will be
applicable to all budgets.
- Costs incurred after the end of the contract performance period will
not be reimbursable by the Council and will be the responsibility of the
contractor.
- Travel expenses will be reimbursed based on the (Council?s)
(Bonneville?s or other governments) travel policies.
- Expenditures incurred prior to the beginning date of the performance
period will generally not be reimbursable. However, in some instances pre
award costs may be allowed when it can be demonstrated that work directly
related to subbasin planning was performed and costs were incurred either
at the subbasin or state/provincial/tribal coordination level.
Council contracts may provide provisions for incremental funding based on
task deliverables or suspension of funding in instances where the contractor
has failed to perform.
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