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RECIPE FOR SUCCESS CONTRACTING WITH SUFFOLK COUNTY Presented By: Heidi Kowalchyk, Contract Management Analyst Suffolk County Department of Economic Development and Planning Steven Bellone, County Executive Slide 2 PURPOSE OF GRANTS To help support the mission of Economic Development and Planning Slide 3 FOCUS OF AWARDS Cultural Tourism TV and Film Production Slide 4 COOKBOOK OF COUNTY GRANTS FUND 192 CULTURAL OMNIBUS CULTURAL ARTS DOWNTOWN REVITALIZATION COMMUNITY SUPPORT INITIATIVES Slide 5 FUND 192 CULTURAL OMNIBUS TODAYS FOCUS Slide 6 WHAT HAPPENS FIRST? 1. Legislature approves funding 2. Agency Receives Award Letter 3. Agency Refines Program Concept with Legislator and Department 4. Agency Submits Documentation to Legislator and Department Slide 7 WHAT HAPPENS NEXT? SUBMIT THE FOLLOWING. 1. PROJECT SUMMARY AND PROGRAM BUDGET EXPLANATION OF COSTS 2. IRS LETTER 3. CERITFICATE OF INSURANCE/DECLARATION PAGES Slide 8 NEW PROJECT SUMMARY FORMAT New Budget format New Budget Categories Please do not include attachments Slide 9 INSURANCE REQUIREMENTS Must Submit: Certificate of Insurance and Declaration Page 1. 2 MILLION DOLLARS LIABILITY INSURANCE (EACH OCCURENCE) IS REQUIRED. YOU MAY QUALIFY FOR A WAIVER BY SUBMITTING A REQUEST IN WRITING 2. SUFFOLK COUNTY MUST BE NAMED AS ADDITIONALLY INSURED AND AS THE CERTIFICATE HOLDER 3. 30 DAYS WRITTEN NOTICE OF CANCELLATION 4. MUST SHOW PROOF OF WORKERS COMP INSURANCE, IF YOU HAVE EMPLOYEES Remember ! Slide 10 ONCE YOU RECEIVE YOUR CONTRACT 1. Review, complete, sign, and return all 4 copies of contract 1 completed and signed packet of Exhibits Suffolk County Voucher Statement of Other Contracts 2. Implement Project or Program 3. Submit Receipts and Cancelled Checks along with standard County Voucher and Grant Expenditure Report 4. Receive Payment AND NOW FOR THE MAIN COURSE ! Slide 11 CONTRACT INGREDIENTS SIGNATURE PAGE WITH PUBLIC DISCLOSURE STATEMENT STATEMENT OF OTHER CONTRACTS PROJECT SUMMARY and PROGRAM BUDGET EXPLANATION OF COSTS LIVING WAGE FORM UNION ORGANIZING CERTIFICATION LAWFUL HIRING FORM Slide 12 Living Wage Law On July 27, 2001, the Suffolk County Legislature enacted Local Law 12-2001, the Living Wage Law, which became effective on July 1, 2002 The law provides for a wage of $11.27 per hour with health benefits and $12.84 without health benefits for covered employees. The Paperwork Reduction Act allows for a simplified form for organizations with no employees Grantees with fewer than 10 employees or with aggregate contracts totaling less than $50,000 are exempt. Complete appropriate check box and write fewer than 10 employees or contract is less than $50,000. Additional Information regarding the Living Wage Law is available on the Department of Labor Web Site: www.co.suffolk.ny.us/laborwww.co.suffolk.ny.us/labor Slide 13 Lawful Hiring of Employees Local Law 52-2006 Suffolk County Code Chapter 234, was enacted and has been in effect since Jan. 1, 2007. The law assists in the enforcement of the federal law that requires businesses to verify their employees are legally eligible to be employed in the US. A copy of the law can be found at www.suffolkcountyny.gov/labor/lawfulhiring www.suffolkcountyny.gov/labor/lawfulhiring The law applies to all organizations receiving a grant from the county but the Paperwork Reduction Act allows for a simplified form for organizations with no employees. Slide 14 WHAT TO DO ONCE YOU RECEIVE YOUR CONTRACT READ AND FOLLOW INSTRUCTIONS SIGN ALL REQUIRED DOCUMENTS CHECK ALL BOXES AND ANSWER ALL QUESTIONS THAT APPLY SUPPLY SUPPORTING DOCUMENTATION AS REQUIRED RETURN CONTRACT AND ALL DOCUMENTATION TO SUFFOLK COUNTY Slide 15 HOW DO YOU GET PAID? CONTRACT MUST BE FULLY EXECUTED BEFORE PAYMENT CAN BE MADE ON A CONTRACT GRANTEE MUST SIGN THE SUFFOLK COUNTY PAYMENT VOUCHER INCLUDING 1. Vender Code- enter Federal ID# 2. Vender Name- enter Legal Name of organization 3. Address- enter address where check is to be mailed 4. Payees signature, title, and name of organization SUBMIT RECEIPTS, CANCELLED CHECKS AND GRANT EXPENDITURE REPORT IT GENERALLY TAKES 4 WEEKS TO PROCESS CHECKS FOR PAYMENT Slide 16 DOCUMENTATION FOR PAYMENT Payment Voucher Grant Expenditure Report Invoices/receipts for project/program expenses with copies of cancelled checks For those contracts with approved personnel funding--payroll record of funded employee showing salary, hours worked and payroll period Submit PRIOR to October 31 st Slide 17 DEPARTMENT CONTACTS Michelle Stark- Cultural Arts Director 853-4834 michelle.stark@suffolkcountyny.gov Heidi Kowalchyk- Contracts Management Analyst 853-5925 heidi.kowalchyk@suffolkcountyny.gov Joanne OBrien- Contracts Technician 853-4154 Joanne.Obrien@suffolkcounty.gov Slide 18 FREQUENTLY ASKED QUESTIONS Question We dont have any employees, do we still have to complete the Living Wage and Lawful Hiring forms? We dont have 2 million dollars worth of insurance, what do we do? I am getting 2 grants, can I use the money for the same project? Answer No, You complete the LW-42 and the LHE-10 to declare that you have no employees You must provide a Declaration Page and Certificate of Insurance showing what you have and submit a request for waiver. Yes, but not for the same expenditures. Slide 19 QUESTIONS CONTINUED . QUESTIONS Do I have to complete all four copies of the signature pages? Can I change my mind about how I will spend the money after the contract has been signed? Who do I call if I have other questions? ANSWERS Yes, complete all four copies and send back with the attached contract. You will receive a fully executed copy of the contract in the mail. No, you must spend the money according to what is written in the contract and according to budget categories Call Heidi Kowalchyk 631-853-5925 Slide 20 Slide 21 We look forward to working with you this year.