Federal Recovery Act: Reporting Requirements

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Federal Recovery ActReporting Requirements

• Kathy Walters, Development Officer
• Starlette Hodge, Section Chief
• 919.733.2230

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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
• 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

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Recovery Act Reporting Requirements

• Recipient Basic Requirements
• Recipients Data Universal Numbering System
  (D-U-N-S) number
• Recipients 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

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Recovery Act Reporting Requirements

• Vendor B Basic Requirements
• D-U-N-S or name and zip code of headquarters
• Expenditure amount
• Expenditure description
• Award

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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

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Recovery Act Reporting on Job Creation

• 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.

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Recovery Act Reporting on Job Creation

• Assume that a recipient is preparing its first
  quarterly report and that the recipients 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 recipients 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.

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Job Estimated Example
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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.

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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.

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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.

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DOE Principles

• 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.

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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.

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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/contract
  s/dbra.htm.
• Weekly wage and salary reports are required.

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Additional Requirements and Information

• 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.

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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.

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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.

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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.

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Additional Requirements and Information

• Contractor Recovery Act Reporting Requirements
• 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 contractors 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.

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Additional Requirements and Information

• Posting with the Local Employment Security
  Commission
• 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.  

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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.

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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.

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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.

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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.

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Registration Process

• To request a D-U-N-S number if you do not already
  have one, go to www.dnb.com/US/duns_update/.
• 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.

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Reporting Form Example
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