EPA/FEMA TAG proposal memo regarding monitoring costs, July 2002

NYC 9/11 Public Portal Document

4. Terms and Conditions

A. EPA shall: Ensure that this Agreement is carried out in accordance with the approved Scope of Work, established protocols, costs, and time limitations, except where EPA and FEMA agree otherwise. Apply proper financial principles, policies, regulations, and management controls to ensure full accountability for the expenditure of Disaster Relief Funds.

Track and monitor obligations and disbursements.

Track accountable property that will revert to FEMA upon completion of the project.**

Submit bills quarterly. EPA will provide billing information to FEMA which will include expended costs by major budget object classes (e.g., payroll, travel, contracts, lAG costs, equipment purchases, etc.) and will maintain supporting documentation for these expenditures in accordance with FEMA requirements. EPA will comply with “Doing Business with FEMA,” found at www.fema.gov/ofin.*

Ensure that all requests for reimbursement cite the following: Disaster number—FEMA-1391 -DR-NY Interagency Agreement Number— Project Title—^Indoor Air Quality/Interior Cleaning of Residences

Submit an interim progress report by December 31,2002 to the FEMA Project Officer regarding the status of the project (e.g. description of the work completed to date and expected completion date of the project, preliminary findings, complex issues encoimtered).

Submit bimonthly financial reports, including the status of the obligation amount, total obligations against that amount, and projected expenditures.

Reconcile financial and programmatic records with FEMA on an ongoing basis. (Appropriate deobligations may be necessary).

Record any reimbursement from FEMA for goods and services furnished under the provisions of the Stafford Act, to the appropriation used to cover the expenditure.

Identify a staff-level point of contact for financial coordination with FEMA Acquisition Resource Management and a headquarters-level point of contact for billing and reimbursement issues that cannot

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