BIA CSC Workgroup Brief TIBC Meeting Albuquerque, NM

BIA CSC Workgroup Brief TIBC Meeting  Albuquerque, NM

BIA CSC Workgroup Brief TIBC Meeting Albuquerque, NM Why change the Contract Support Cost (CSC) Policy? The CSC Policy was only supposed to remain in effect for 12 months. Anything that is scheduled to remain in effect over 12 months needs to be incorporated into an Indian Affairs Manual (IAM) Chapter. During the June 16th 18th meeting in Washington, DC, the BIA CSC Workgroup worked on a draft IAM Chapter on contract support costs, as well as a handbook, that will enable Tribes and Awarding Officials understand how CSC is to be distributed. What is the overall intent of changing to an IAM Chapter and possible problems? Intent is to provide a simple and clear process for tribes, awarding officials and OSG to determine contract support costs. The BIA is committed to paying 100% contract support costs. Contract support costs need to be as predictable as possible in order to budget out two years in advance. Problem - A large number of tribes still have Indirect Cost Rates that are more than four years old as of September 30, 2014. (2015 - 5.07%, 2014 - 37.42%, 2013 17.65%, 2012 7.52%, 2011 3.92%, Older 28.43%) Sections of the draft IAM Chapter

1. 2. 3. 4. 5. 6. 7. 8. Purpose Scope Policy BIA CSC Workgroup Definitions Pre-Award CSC Startup CSC Direct CSC Sections of the draft IAM Chapter (continued) 9. Indirect CSC Negotiated Lump Sum Amount Simplified Method 10. Overpayment of CSC 11. Underpayment of CSC or Other Adjustments 12. CSC Annual Report to Congress 13. Disputes 14. Effective Date 15. Approvals Items that make up the handbook 1. History of contract support cost policy 2. Definitions

3. Examples of CSC (startup costs, pre-award, DCSC, IDC) 4. Template letter and Excel form requesting startup and pre-award funds 5. Template pre-award notice letter 6. Template letter from awarding official or OSG to tribe giving notice of alleged overpayments Items that make up the handbook (continued) 7. Flowchart for method of determining IDC 8. Examples of how overpayment can occur or what causes overpayment 9. Templates for CSC calculation a. Annual CSC Report b. Choctaw decision schools CSC calculation c. CSC calculation sheet for Title I tribes d. CSC calculation sheet for Title IV tribes e. 477 CSC calculation Items that make up the handbook (continued) 10. Timeline in chart form for annual CSC report 11. Certification Single Audit not required 12. Template Findings & Determination (F&D) concerning overpayment 13. Letter from awarding official or OSG to IBC to issue bill of collection Why have so many items in the handbook? The BIA CSC Workgroup members want to provide as many tools as we can to reduce the

potential of Contract Dispute Act (CDA) claims. The amount of CSC a tribe will receive will be applied consistently across each Region. Tribes will be able to determine how much CSC they should receive. If the CSC amount provided by the awarding official or OSG is different, Tribes will be able to have a tool to use during CSC discussions. What are the timelines being discussed? June 16th 18th: BIA CSC Workgroup met on the initial draft IAM Chapter. July 20th: BIA CSC Workgroup held a conference call to discuss the draft IAM and handbook items. August 7th: BIA CSC Workgroup to provide any additional comments on the draft IAM and handbook items. August 7th: Jim Mackay to get with BIA to determine next steps. What happens once the work is completed? BIA staff will present the final draft IAM Chapter and handbook items to ASIA Washburn for review and approval to move forward. There will be a 90 day comment period once the draft IAM Chapter on contract support costs and handbook is ready for dissemination. There will possibly be 3 to 4 consultations on the draft IAM and handbook (exact number and locations will be determined by ASIA Washburn).

CSC Workgroup Members Primary Tribal Representatives Tribe (BIA Region) Phone Email Amy Fredeen Cook Inlet (Alaska) 907-793-3431 [email protected] Patty LeBlanc Chitimacha (Eastern) 337-923-4973 [email protected] Vickie Hanvey Cherokee (Eastern Oklahoma) 918-931-0745 [email protected]

Lisa D. Drum Omaha (Great Plains) 402-837-5391 x108 [email protected] Annette Johnson Red Lake Band of Chippewa Indians (Midwest) 218-679-1800 [email protected] Cordell Shortey Navajo (Navajo) 928-871-6033 [email protected] Greg Anderson Port Gamble (Northwest) 360-297-2646 [email protected]

Jim Mackay (Co-Chair) Susanville (Pacific) 530-260-3240 [email protected] Darwin St. Clair, Jr. Chairman, Eastern Shoshone (Rocky Mt.) 307-332-3532 [email protected] Rhonda Butcher Potawatomi (Southern Plains) 405-275-3121 [email protected] 915-859-7913 x7725 [email protected] 775-532-8259 [email protected]

970-564-5600 [email protected] Linda Austin Valerie Barr Gary Hayes Olivia Grass Ysleta del Sur Pueblo (Southwest) Ft. McDermott Paiute Shoshone Tribe (Western) Chairman, Ute Mountain Ute Tribe (TIBC) Oglala Sioux (TIBC) 605-867-8441 [email protected] CSC Workgroup Members Alternate Tribal Representatives James Angaiak DeMakus Staton Edward Mouss Tribe (BIA Region) Nunapitchuk (Alaska) Eastern Band of Cherokee (Eastern)

Creek Nation Natural Resource Conservation Commission (Eastern Oklahoma) Phone Email 907-527-5665 [email protected] 828-497-7032 [email protected] 918-633-7454 [email protected] Jeremy Gone Omaha Tribe (Great Plains) 402-837-5391 [email protected] Carrie Carlson Little Traverse Bay Band of Odawa Indians (Midwest)

231-838-6850 [email protected] Rachael Arviso Navajo (Navajo) 928-871-6033\6041 [email protected] Renee Veregge Port Gamble (Northwest) 360-297-6236 [email protected] Elizabeth Hansen Redwood Valley Rancheria (Pacific) 707-485-0361 [email protected] Need Representative (Rocky Mt.)

Kasie Nichols Potawatomi (Southern Plains) 405-275-3121 x1158 [email protected] Peggy L Vigil Mescalero Tribe (Southwest) 575-464-9328 [email protected] Terry Rambler Chairman, San Carlos Apache Tribe (Western) 928-475-2361 x5 [email protected] CSC Workgroup Members Federal Members BIA Region Phone Email

Terry Parks (Co-Chair) OIS - DSD 202-513-7625 [email protected] Hankie Ortiz Deputy Director, OIS 202-208-2874 [email protected] Judy Mitchell OIS - DSD 202-208-4506 [email protected] Debra Peebles Central Office West - DSD 505-563-3677 [email protected]

Kirk G Meyer Eastern 615-564-6962 [email protected] Yvonne LaRocque Great Plains 605-226-7426 [email protected] Michelle McCormick Midwest 612-725-4588 [email protected] Sunshine Jordan OIS - DSD 202-513-7616 [email protected] Stella Corbin

Rocky Mt. 406-247-7984 [email protected] Kelly Moore Southern Plains 405-247-1574 [email protected] Thomas Gubatayao Office of Self Governance 360-699-1010 [email protected] Nick Longley Office of Self Governance Alternate 360-699-1010 [email protected]

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