Contracts and Grant Templates FYE 2010 Memo
June X, 2009
Page 1 of 3
Memorandum
To:All Local Partnership Executive Directors
From:Connie Holton, Finance Director
Subject:2009-2010Contracts and Grant Templates
Date:June 9, 2009
This correspondence is to provide additional information related to your pre-contracting process for direct service providers and grantees and to let you know that updated local partnership contract and grants templates are now available.
Pre-Contracting Process for Direct Service Providers
Prior to contracting with any direct service providers, other contractors or grantees, you must ensure that these entities are not listed as being in noncompliance with the Federal or State governments. As a result, you must check three different lists, which are discussed in more detail below.
Also, please note that, when the Division of Child Development monitors NCPC, the monitors ask for confirmation for a sample of local partnerships that these lists had been checked prior to subcontracting and the date the list was checked. Therefore, for each search, please make a note in your files of the results of the search (most likely, the entity was not listed) and document the date the search was performed.
Federal “Excluded Parties List Systems”
The Federal General Services Administration (GSA) publishes a list of entities excluded from receiving Federal funds. The search can be done online at The search that should be used is the “Exact Name and SSN/TIN.”
State Suspension of Funding List
The NC Office of State Budget and Management (OSBM) publishes a list of entities that cannot receive State funds. The OSBM is in the process of updating the list and has stated that a new list will be published on its website on June 8, 2009. The website is: From the left-hand side, under Resources for State Agencies, click on “Memorandums” and look for the most recently posted “Suspension of Funding to Non-State Entities.”
State Noncompliance List
The NC Office of State Auditor (OSA) publishes a noncompliance list of entities that are not to receive State funds. The most current list can be checked by going to the OSA website and following the link at the top of the screen for “Grants - Grants Home” and clicking on the link for the most recent “Monthly Noncompliance List,” currently a few bullets down from the top.
NOTE: If you do happen to find a prospective contractor or grantee on one of these lists, you should discuss it with them and ensure that they are aware that they are on the list, and also explain that you cannot go into contract with them until the matter is resolved. They should be able to work with the agency that issued the list for further information and resolution.
If you have questions any questions regarding these searches, please contact an NCPC Financial Consultant.
2009-2010 Contract and Grant Agreement Templates
The following contract and grant agreement templates have been updated forlocal partnership use are now available on SmartNet:
- Financial assistance contract, used for grants to service providers in the form of financial assistance(e.g., contracts for reimbursement of specific line-item expenses, such as personnel or service-related supplies);
- Addendum for subcontracting of grants management, used with the financial assistance contract when the partnership subcontracts grants management to a service provider;
- Contract amendment, used when amending contracts other than More at Four;
- Professional service contract, used for contracts for personal and/or professional services;
- Purchase of services contract, used for the purchase of services other than More at Four (generally payment on per-unit basis);
- More at Four purchase of services contract that includes Smart Start funds;
- More at Four contract amendment, used when amending contracts that include More at Four funds;
- Grant agreement A, used for cash grant activities with child care facilities and other entities;
- Attachment I, Schedule of Allowable and Unallowable Costs for Grantees, for use with grant agreement A;
- Grant agreement B, used for non-cash grant activities with child care facilities and other nongovernmental entities; and
- Grant agreement C, optional for use for grants to individuals.
As you know, NCPC contracts with the Division of Child Development (DCD) for Smart Start funds, and the terms and conditions in this contract “flow down” to the local partnerships, as well asto their service providers and grantees. Accordingly, the language used in these templates is generally consistent with the language in our contract with DCD. Most of the terms and conditions in these templates are the same, word-for-word, as the language in our contract with DCD.
The only change (other than minor ones) to the contract and grant templates is that we have tweaked the language of the financial assistance contract to make it clearer that these contracts are cost-reimbursement contracts.
Contract and grant agreement language should not be changed other than to customize the templates for your partnership's use.Some sectionsof the templates require the local partnership to enter information specific to the individual contract or grant agreement. For example, you must customize some sections to include names, addresses, amounts, specific requirements, etc.The sections that must be customized byyour local partnership are identified with red type in the templates.Additional sections and provisions may be added as the local partnership sees fit, as long as they do not negate the required sections.
For your convenience, these templates are available on SmartNet at Finance>Contracts and Grants>LP-DSP Contract and Grants.
If you have questions about which template to use, specific requirements in the use of the templates, or how to modify them for local partnership use, please contact an NCPC Financial Consultant for assistance. Also, please let me know of any issues that come to your attention in your review and use of these templates.
As always, thanks for your hard work and commitment to accountability.
cc:All NCPC Directors