Omaha Grant Management Policy PDF

# EXECUTIVE ORDER NO. S-47-21 ## GRANT MANAGEMENT POLICY ### PURPOSE To establish and clarify City of Omaha policy pertaining to grant-funded City projects. This policy sets standards for the consistent acquisition and administration of grants and applies to all grants provided to or facilitated...

# EXECUTIVE ORDER NO. S-47-21 ## GRANT MANAGEMENT POLICY ### PURPOSE To establish and clarify City of Omaha policy pertaining to grant-funded City projects. This policy sets standards for the consistent acquisition and administration of grants and applies to all grants provided to or facilitated by City departments (federal, state, county, local, corporate, and private foundation). Grant support is encouraged unless the prospective grant conflicts with City strategic goals, generates more cost than benefit, or restricts the mission of the City. ### POLICY AND PROCEDURES The City of Omaha pursues grant funding to enhance all City functions and departments. Grant funding enables departments to expand existing initiatives, hire positions, and acquire equipment that would otherwise not be possible within the department's operating budget. The Grant Administration Division of the Mayor's Office provides management and oversight of the funds as directed by federal and state statutes; Office of Management and Budget (OMB) 2 CFR Part 200 Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards; US Department of Justice, Office of Justice Programs, Office of the Chief Financial Officer, 2017 Financial Guide; funding agency program guidelines; and related sources. The Grant Administration Division is authorized to impose additional conditions on awards that enhance program oversight, respond to unique availability of needs and resources, and otherwise support City goals, as long as they do not conflict with higher order governance. ### Grant Identification, Evaluation and Application Once potential grants have been identified and prior to the submittal of a grant application, a funding evaluation should be completed to determine the effect of the grant on current and future City resources or operations. Factors to consider are: - Available funding for required grant matches - Current and future year(s) budget implications (i.e., added positions, equipment) - Capacity and experience of the Department and staff to effectively administer and implement all aspects of the grant The City will only seek grants when sufficient staff resources are available to effectively administer the program in compliance with grant requirements and successfully perform the proposed scope of work. ### Indirect costs of administering grant programs will be recovered to the maximum extent feasible. ### Notification Grant agreements are legal contracts. The City assumes the responsibility to carry out the project and/or activities associated with a grant to accomplish its objectives, while adhering to the terms and conditions prescribed by the grantor. Failure to do so increases exposure to legal liability and compromises current and future grant funding. Therefore, the City carries a significant legal and ethical responsibility when accepting grant funding. Departments receiving a grant award shall forward an electronic copy of the award notification and agreement or contract to the Grants Administration Division within one week of receipt. The Grant Administration Division will provide grant management guidance and oversight to ensure adherence to the Grant Management Policy. The Grant Administration Division will maintain a list of all active grant awards for the City of Omaha. The Grant Administration Division will serve as a central source for cross-departmental communications regarding the pursuit of grants and effective application of administrative procedures. ### Grant Acceptance, Administration, and Operational Management The Mayor is authorized to approve and execute documents related to grants with a gross value of \$20,000 or less, unless the grant agreement specifically requires City Council approval. Grant awards in excess of \$20,000 require City Council approval prior to acceptance of funds or upon submittal, if application signifies acceptance. All contracts in excess of \$20,000 shall be approved by resolution of the Council. All contracts involving the payment of money from appropriations of more than one fiscal year of the City Government shall be approved by Ordinance (i.e., if there are sub recipients of the award). The Mayor is the only Authorized Representative for the City of Omaha. The Authorized Representative is the designated official within an applicant organization with the legal authority to give assurances, make commitments, enter into contracts, and execute such documents on behalf of the applicant. Signature certifies that commitments made on grant proposals will be honored and ensures that the applicant agrees to conform to the grant maker's regulations, guidelines, and policies. ### The Omaha Municipal Code Charter and Administrative Regulations related to procurement shall be utilized for the purchase of materials, services, and construction with grant funds, in conjunction with any procurement requirements stipulated in the grant requirements. Therefore, any purchase over \$20,000 must comply with the City's public bidding requirements. ### Department Directors shall ensure compliance with all grant requirements through ongoing administrative and operational support including, trained staff resources, financial and/or program reporting, subcontractor monitoring of activities and/or performance, pass-thru monitoring, audit compliance by grantor and/or by external auditors, record retention, and any additional requirements detailed in the Grant award documentation such as federal circulars related to federal grants. ### OVERSIGHT The Grant Administration Division of the Mayor's Office shall have oversight over the maintenance and enforcement of this Executive Order. The Grant Administration Division will work with other departments to ensure compliance with this policy. By the Power Vested in Me as Mayor by Section 3.04 of the Home Rule Charter of the City of Omaha, 1956, as Amended, I hereby proclaim this to be the Executive Order Establishing and Governing the Grant Management Policy. WITNESS my hand as Mayor of the City of Omaha this 26th day of July, 2021. Jean Stothert, Mayor City of Omaha