Transcript American Recovery and Reinvestment Bill of 2009

Federal Recovery Act:
Reporting Requirements
Kathy Walters, Development Officer
Starlette Hodge, Section Chief
919.733.2230
Recovery Act: Reporting Requirements
What reporting is required for the Federal Recovery Act?
 Total amount of funds received; and of that, the amount spent
on projects and activities
 A list of projects and activities funded by name to include:
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Description
Completion status
Estimates on jobs created or retained
Estimates on energy saved/renewable energy generated
Estimates on carbon emissions reduced
 Details on sub-awards and other payments
Recovery Act: Reporting Requirements
Recipient Basic Requirements
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Dept of Energy
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SEO
Vendor A
Local Government
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Vendor B
Vendor B
Recipient’s “Data Universal Numbering
System (D-U-N-S) number
Recipient’s “Central Contractor Registry
information”
Recipient type
Amount received by recipient
Amount awarded to recipient
Award date
Award period
Recipient place of performance
Recipient area of benefit
Recipient officer names and
compensation (Top 5)
Expenditure amount
Expenditure description
Recovery Act: Reporting Requirements
Vendor B Basic Requirements
Dept of Energy
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SEO
Vendor A
Local Government
Vendor B
Vendor B
D-U-N-S or name and zip code of
headquarters
Expenditure amount
Expenditure description
Award
Recovery Act: Reporting Requirements
 No waivers to reporting will be granted
 Reports are due the 5th of each month
 Noncompliance could be treated as a violation of
the award agreement
 Finally, all the information will be available to the
public through: www.Recovery.gov and
www.NCRecovery.gov
Recovery Act: Reporting on Job Creation
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Recipients are required to report on all jobs they have created or
retained as a result of the Recovery Act, by project or activity
This information will be reported as two separate fields – a numeric
field and a separate narrative with an expanded description of the job
creation and reporting methodology
Recipients will report the number created and retained using a standard
calculation, translating both full- and part-time employees into “full-time
equivalents,”(FTEs).
This calculation is performed by adding the total hours worked by all
employees in the quarter and dividing by the total hours in a full-time
schedule.
In some cases, recipients will not perform the work themselves, but will
distribute the funding via a grant, loan or contract to another entity. In
these cases, recipients will provide estimates of the jobs created or
retained by those entities.
Recovery Act: Reporting on Job Creation
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Assume that a recipient is preparing its first quarterly report and that the
recipient’s Federal Recovery Act-funded work required two full-time employees
and one part-time employee working half days for the quarter.
Also assume that the recipient’s full-time schedule for the quarter is 520 hours
(2,080 hours in a work-year divided by 4).
To convert hours worked to number of FTEs for the first quarterly report, total all
hours worked and divide by the number of hours in a full-time schedule for the
quarter. In this example, full-time hours worked (520 hrs x 2 employees = 1,040
hrs) + part-time hours worked (260 hrs) ÷ number of hours in a full-time
schedule for the quarter (520 hrs) = 2.5 FTEs reported in the first quarterly
report.
Because jobs are reported cumulatively each quarter, this same number of
FTEs would be reported for the second quarter if the same number of
employees worked the same number of hours.
Job Estimated Example
Period
Full-time Schedule
Full-Time employee 1
Full-Time employee 2
Part-time employee (half time)
Temporary employee (650 hrs.)
3rd qtr
520
520
520
260
0
4th qtr
1040
1040
1040
520
0
1st qtr
1560
1560
1560
780
130
2nd qtr
2080
2080
2080
1040
390
3rd qtr
2600
2600
2600
1300
650
4th qtr
3120
3120
3120
1560
650
Total hours worked
1300
2600
4030
5590
7150
8450
Quarterly FTE
2.50
2.50
5.58
2.69
2.75
2.71
Purpose
The purpose of the N.C. Energy Office and Energy Efficiency
and Conservation Block Grant programs is to assist eligible
agencies in creating and implementing strategies to:
 Reduce fossil fuel emissions in a manner that is
environmentally sustainable and, to the maximum extent
practicable, maximize benefits for local and regional
communities;
 Reduce the total energy use of the eligible entities; and
 Improve energy efficiency in the building sector, the
transportation sector and other appropriate sectors.
Period of Performance
The period of performance will be 36 months. In keeping with the
agenda of the Federal Recovery Act and supporting the goal of
immediate investment in the economy, entities are required to
obligate/commit all funds within 18 months from the effective
date of the award. If funds are not obligated/committed within 18
months, the U.S. Department of Energy reserves the right to
deobligate the funds and cancel the award.
 State Energy Program close date is April 30, 2012.
 Energy Efficiency & Conservation Block Grants close date is
September 20, 2012.
DOE Principles
The DOE has developed the principles to guide agencies during
the program and project planning process:
 Prioritize energy efficiency and conservation as the cheapest,
cleanest and fastest ways to meet energy demand.
 Maximize benefits over the longest possible terms by looking for
ways to link energy efficiency efforts to long-term priorities
(especially community economic development, community
stabilization and poverty reduction efforts).
 Invest funds in programs and projects that create and/or retain
jobs and stimulate the economy while meeting long-term energy
goals.
DOE Principles
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Target programs and projects that will provide substantial, sustainable
and measurable energy savings, job creation and economic stimulus
effects.
Give priority to programs and projects that leverage federal funds with
other public and private resources, including coordinated efforts
involving other federal programs.
To the extent possible, develop programs and strategies that will
continue beyond the funding period.
Ensure oversight, transparency and accountability for all program
activities.
Enact policies that transform markets, increase investments and
support program goals.
Develop comprehensive plans that benchmark current performance
and set aggressive goals.
Additional Requirements and Information
Buy American Provision
 Section 1605 of the Federal Recovery Act requires
that iron, steel and manufactured goods used in
public buildings or public works projects be
manufactured in the United States. The contractor
agrees to abide by this provision and shall keep
records of such purchases for inspections by the
North Carolina and federal agencies. The contractor
must obtain written exception from this provision from
the agency issuing the contract.
Additional Requirements and Information
Davis-Bacon Act
 Proposals shall provide written assurance that all laborers and
mechanics on projects funded directly by or assisted in whole or
in part by and through the Federal Recovery Act are paid wages
at rates not less than those prevailing on projects of a character
similar in the locality as determined by subchapter IV of Chapter
31 of title 40, United States Code (Davis-Bacon Act). For
guidance on how to comply with this provision, see
http://www.dol.gov/esa/whd/contracts/dbra.htm.
 Weekly wage and salary reports are required.
Additional Requirements and Information
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All laborers and mechanics employed on the work site must be
paid, unconditionally, at least once a week. Covered employers
must submit a certified payroll on a weekly basis. The employer
must sign the certified payroll, affirming that the information is
complete and accurate. Falsification of the certified payroll
record can result in debarment from future contracts for up to
three years and/or criminal penalties.
Additional Requirements and Information
National Environmental Policy Act (NEPA)
 All projects receiving financial assistance
from the U.S. Dept. of Energy are restricted
from taking any action for projects that would
have an adverse effect on the environment or
limit the choice of reasonable alternatives
prior to the Energy Department providing a
final NEPA determination.
Additional Requirements and Information
Local newsprint outlets
 Public agencies using recovery funds for the
purpose of soliciting bids, proposals and
construction projects, including design
services exceeding $5,000, must advertise
the opportunity in the local newsprint outlets,
including minority and women owned outlets.
Additional Requirements and Information
Historically Underutilized Business (HUB) Participation
 It is the policy of this state to encourage and promote the use of
small contractors, minority contractors, physically handicapped
contractors and women contractors in state purchasing of goods
and services. All ARRA recipients shall cooperate in efforts to
encourage the use of small contractors, minority contractors,
physically handicapped contractors and women contractors in
achieving the purpose of Article NCGS 143-48(a).
 Agencies using funds are required to make their best effort to
notify at least one HUB of the opportunity to participate by
submitting a bid.
 ARRA recipients contracting goods or services must report
their utilization of HUBs as a percentage of total contract
award on their monthly reports, due by the 5th.
Additional Requirements and Information
Contractor Recovery Act: Reporting Requirements
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The contractor is notified that this project will be financed with ARRA
funds. The contractor shall ensure that all subcontracts and other
contracts for goods and services for an ARRA-funded project have the
mandated provisions of this directive in their contracts. Pursuant to Title
XV, Section 1512 of the ARRA, the state shall require that the
contractor provide reports and other employment information as
evidence to document the number of jobs created or jobs retained by
this contract from the contractor’s own workforce and any
subcontractors. No direct payment will be made for providing said
reports, as the cost for same shall be included in the various items in
the contract.
Additional Requirements and Information
Posting with the Local Employment Security Commission
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In addition to any other job postings the contractor normally utilizes, the
N.C. Office of Economic Recovery & Investment (OERI) requires that
the contractor shall post with the local Employment Security
Commission office all positions for which he intends to hire workers as
a result of being awarded this contract. Labor and semiskilled positions
must be posted for at least 48 hours before the hiring decision. All other
positions must be posted a minimum posting of five days before the
hiring decision. The contractor and any subcontractor shall report the
new hires in the manner prescribed by the Employment Security
Commission and the OERI.
Additional Requirements and Information
Required Contract Provision to Implement Federal Recovery Act
(ARRA) Section 902
Section 902 of the ARRA requires that each contract awarded must
include a provision that provides the U.S. Comptroller General and his
representatives with the authority to:
 Examine any records of the contractor or any of its
subcontractors, or any state or local agency administering
such contract, that directly pertain to, and involve
transactions relating to, the contract or subcontract; and
 Interview any officer or employee of the contractor or any of
its subcontractors, or of any state or local government
agency administering the contract, regarding such
transactions.
Additional Requirements and Information
N.C. Office of Budget and Management Access to Records
 N.C. Office of Economic Recovery and Investment
(OERI) requires that the contractor and subcontractor
allow the N.C Office of Budget and Management
internal auditors and state agency internal auditors
access to records and employees pertaining to the
performance of any contract awarded by a public
agency.
Additional Requirements and Information
Prohibitions on Use of Funds
 Use of Federal Recovery Act funds is prohibited for
projects that will lead to the development of such activity
as casinos or other gambling establishments,
aquariums, zoos, golf courses, swimming pools or any
other activity specifically prohibited by the Act.
Cost Sharing
Cost sharing is not always required. However,
leveraging of funds by grantees is encouraged in
order to maximize the total additional energy-related
benefits resulting from the program.
Registration Process
1. To request a D-U-N-S number if you do not already
have one, go to: www.dnb.com/US/duns_update/.
2. To register with Central Contractor Registration
(CCR) go to: http://www.ccr.gov/.
NOTE: It can take up to 21 days to complete the D-U-N-S and CCR
steps.
Reporting Form Example
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