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TO: |
Board of Trustees |
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THROUGH: |
Jay Fox, Executive Director |
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FROM: |
Viola Miller, Chief Financial Officer |
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PRESENTER(S): |
Viola Miller, Chief Financial Officer |
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Tracy Young, Grants Director |
TITLE:
title
Contract: Federal Grant Compliance Management Services (Bailey White Solutions, LLC)
end
AGENDA ITEM TYPE:
Procurement Contract/Change Order
RECOMMENDATION:
Approve and authorize the Executive Director to execute the contract and associated disbursements with Bailey White Solutions, LLC in the not-to-exceed amount of $390,000 for Grants Compliance Management for a term of three years.
BACKGROUND:
The Federal Grant Compliance Management contractor will provide support to the Grants department and all UTA staff who manage, administer, and support federally funded programs, projects, and assets. The support will be provided through one on one and ongoing monthly education training sessions. As requested, the contractor will provide technical support as UTA develops policies, processes, procedures, and mechanisms. This will ensure that UTA staff are setting priorities and making timely decisions as required to meet Federal, State, and local requirements for implementation of federally funded projects.
DISCUSSION:
Compliance to the regulations of the federal funding UTA receives is complex and sometimes confusing. Federal regulations are often seen as open to interpretation and difficult to implement. The purpose of this contract is to provide up-to-date regulatory information, federal compliance best practices, and to assist UTA with being successful with any and all audits, federal reviews, and oversight we may receive. Staff is requesting approval of the 3-year base term of the contract and will return for board approval if UTA wishes to exercise the two option years outlined in the contract.
CONTRACT SUMMARY:
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Contractor Name: |
Bailey White Solutions, LLC |
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Contract Number: |
24-03821CG |
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Base Contract Effective Dates: |
May 8, 2024 thru March 14, 2027 |
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Extended Contract Dates: |
NA |
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Existing Contract Value: |
NA |
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Amendment Amount: |
NA |
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New/Total Contract Value: |
Not-to-Exceed $390,000 |
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Procurement Method: |
RFQu |
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Budget Authority: |
Approved 2024 Operating Budget |
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ALTERNATIVES:
Without Grants Compliance Support UTA staff may be inconsistent with federal regulation compliance and timeliness of responding to current and future federal requirements.
FISCAL IMPACT:
The 2024 approved budget includes $86,667 for the Compliance Consultant agreement. Projected funding requests for 2025 and 2026 will be $130,000 per year and 2027 will be a projection of $43,333. The total 3-year Compliance Consultant Agreement is an estimated $390,000. If the option to renew the agreement for two further years is executed, we will return to the Board for approval. All funds will come from the Contract Services operating expense line item 5400.50353.92 in the Grants Department yearly budget.
2024 Budget Total $86,667
2025 Budget Request $130,000
2026 Budget Request $130,000
2027 Budget Request $43,333
Expected 3-year Compliance Consultant Agreement spend: $390,000
ATTACHMENTS:
1. Contract 24-03821CG