A25-04301032_ATC.pdf

Revised 9/3/2024

Agreement Tracking Checklist Complete this checklist when developing any type of Agreement between the Department and other Parties.

AZGFD Contact/Work Unit: Holly Hicks Phone: 623-236-7499 Agreement Title: Work and Financial Plan between Department and USDA APHIS Wildlife Services Agreement Type: Work and Financial Plan

List All (aka 3rd) Parties to the Agreement:

Funded by a granting or scoring process? Y [ ] N [X ] Grant ID Number:

Agreement provides funds to AGFD?: Y [ ] N [X ] Amount $:

AZGFD is funding the agreement? Y [X ] N [ ] Amount: $166,660

Bureau/ Function:

60310-$12,000 60312-$65,348 60314-$15,000 60316-$30,000 07254-$15,000 07713-$16,000 85170-$25,000 51137-$15,000

Is Match Required? Y [ ] N [X ] Is AZGFD Providing Match? Y [ ] N [X ]

AZGFD Match Amount $ Bureau/ Function: 3rd Party Match? Y [ ] N [ ] Amt: $

3rd Party Match documented? Y [ ] N [ ] If Federally funded list EAC #:

Is there an overarching agreement this falls under? Yes [ X ] No [ ]

If yes, describe (entity, type, agreement title): Cooperative Service Agreement No 22-73-04-6448-RA

AZGFD is receiving funds and information has been entered into eCivis? Y [ ] N [ X ] Date:

*If AZGFD funding agreement with federal funds (function 06xxx or 60xxx, or any Y[ X ] N[ ] other federal funding source) complete and attach:

1. Agreement Risk Assessment

2. Subrecipient Determination

3. FFATA if agreement is passing $30,000 or greater

4. Insert Federal Award Information in agreement

Agreement includes Pre Agreement Costs? *If yes, include memo justification. Y [X ] N [ ] Work Unit POC is responsible for subrecipient monitoring and has a monitoring plan. Y [X ] N [ ]

Draft Agreement Review Process. Initials indicate that you have reviewed the content and intent of the agreement and approve of the Department continuing with its review & approval for execution.

Initial Date

Branch Chief or Regional Supervisor Approval:

Assistant Director Approval:

To be Completed by DOCS: Yes No Comments:

▪ Attorney General Review is Required?

▪ Commission Approval is Required?

▪ Executive Staff Review Required?

DOCS Chief Approval Initials: Date:

To be Completed by Requesting Work Unit: Initials Date

4/22/2025

Agreement #: A25-04301032

X X X

5/28/2025 the agreement will be in part funded with CMS grant funds for AZ FW-100-P-33 - we won't have the award number until the grant is awarded

4/30/25 https://drive.google.com/file/d/10AAoUWVeKcUddojB1pO59XEp3a592ow4/view?usp=drive_link https://drive.google.com/file/d/1v7bZZeJAxtpD4PAupT9VlYcTnuv4Axx2/view?usp=drive_link https://drive.google.com/file/d/1UTDPpUUwF71JsQQLBnQGiWXsJbu5IFog/view?usp=drive_link https://sites.google.com/azgfd.gov/my-azgfd/directors-office/compliance-strategies-rr/wsfr-program-grants

Legal Review Date:

Executive Staff Review Date:

Commission First Read Date:

Commission Approval Date:

No Agreement shall be signed, until the Agreement Tracking Checklist is fully completed.

*See page 2 for special requirements when funding an agreement with federal funds.

INSTRUCTIONS: Required Information for All Agreements Funded with Federal Funds

The following details must be inserted into the agreement when funding an agreement with federal funds in a section of the agreement labeled Federal Award Information. This information can be found on the DOCS intranet page WSFR Program Grants under the OCI Grant Identifying Information FYXX for current FY:

Federal Award Information:

This Agreement is a Federal Subaward by the Arizona Game and Fish Department to a Subrecipient and is subject to the Federal Funding Accountability and Transparency Act of 2006 (FFATA), Pub. L. 109-

282. Pursuant to 2 C.F.R. §200.332

● Subrecipient unique entity identifier (Unique Entity Identifier - UEI)

● Federal award identification number (grant number or federal award number)

● Federal award start date

● Federal award end date

● Amount of federal funds obligated by the agreement

● Amount of federal funds obligated to each third party to the agreement

● Total amount of the federal award/grant (total for CMS grant, for example)

● Federal award/grant project description

● Name of federal awarding agency

● Catalog of Federal Domestic Assistance (aka CFDA) number and name

● Identification of whether the award was for research and development

● Negotiated and approved indirect cost rate for the federal award to AZGFD, and

● Negotiated and approved indirect cost rate for the third party (by federal regulation, AZGFD cannot suggest, ask or request a third party to reduce their indirect cost rate).

n/a https://sites.google.com/azgfd.gov/my-azgfd/directors-office/compliance-strategies-rr/wsfr-program-grants

INSTRUCTIONS FOR COMPLETING AGREEMENT TRACKING CHECKLIST

1. Write name of primary contact for day to day tasks

2. Enter phone number

3. Enter agreement title

4. List type of agreement or if it is a modification. Indicate the number of modification/amendment using numericals 1,2,3 and so on.

5. List each of the parties to the agreement, each party signing an agreement is a 3rd party

6. Check if the funding decision was made by a grant or scoring process. Check correct box (does not include match/cost share)

7. Enter in the Grant ID number.

8. Check correct box

9. List the amount of funding being awarded to the Department

10. Check correct box

11. List the amount of funding Department is providing

12. List Bureau and function code(s) and estimated amounts per code, if using more than one code.

13. Check the correct box

14. Check the correct box

15. List the amount

16. List Bureau and function code(s) and estimated amounts per code, if using more than one code.

17. Check correct box

18. List the amount

19. Check correct box

20. If funded with federal funds (06XXX or 60XXXfunction) list EAC#.

21. Check the correct box

22. Fill in the requested information on the type of overarching agreement (MOU, Cooperative, etc.)

23. IF AZGFD is receiving funds via an agreement then the Department is required by the State of Arizona to enter the information into eCivis (regardless of the type of funding being received: federal, state, private, etc.) Check the correct box

24. Fill in the date

25. If funding the agreement with federal funds use the links provided to retrieve forms and submit completed forms for the agreement review process.

1.AZGFD Contact/Work Unit: 2.Phone:

3.Agreement Title: 4.Agreement Type:

5. List All (aka 3rd) Parties to the Agreement:

6. Funded by a granting or scoring process? Y [ ] N [ ] 7. Grant ID Number:

8. Agreement provides funds to AZGFD?: Y [ ] N [ ] 9.Amount $:

10.AZGFD is funding the agreement? Y [ ] N [ ] 11. Amount: $ 12.Bureau/ Function:

13. Is Match Required? Y [ ] N [ ] 14. Is AZGFD Providing Match? Y [ ] N [ ]

15. AZGFD Match Amount $ 16.Bureau/ Function: 17. 3rd Party Match? Y [ ] N [ ] 18.Amt: $

19. 3rd Party Match documented? Y [ ] N [ ] 20. If Federally funded list EAC #:

21. Is there an overarching agreement this falls under? Yes [ ] No [ ]

22. If yes, describe (entity, type, agreement title):

23-. AZGFD is receiving funds and information has been entered into eCivis? Y [ ] N [ ] Date:

25-29. *If AGFD funding agreement with federal funds (function 06xxx or 60xxx, or any Y[ ] N[ ] other federal funding source) complete and attach:

1. Agreement Risk Assessment

2. Subrecipient Determination

3. FFATA if agreement is passing $30,000 or greater

4. Insert Federal Award Information in agreement

30. Agreement includes Pre Agreement Costs? *If yes, include memo justification. 31. Y [ ] N [ ]

32. AZGFD Contact’s Work Unit is responsible for sub-recipient monitoring. There is a plan to complete such monitoring?

33. Y [ ] N [ ] https://drive.google.com/file/d/10AAoUWVeKcUddojB1pO59XEp3a592ow4/view?usp=drive_link https://drive.google.com/file/d/1v7bZZeJAxtpD4PAupT9VlYcTnuv4Axx2/view?usp=drive_link https://drive.google.com/file/d/1UTDPpUUwF71JsQQLBnQGiWXsJbu5IFog/view?usp=drive_link

26. Per federal regulations the Department is required to complete a 3rd party risk assessment any time the Department passes through federal funds. No exceptions, not even for federal agencies. Complete the risk assessment and attach to the agreement.

27. Subrecipient vs. Contractor Determination form is required for all pass through entities when using federal funds. Evaluates the nature of the agreement/relationship and determine whether it is a procurement relationship for goods and services, or whether it is a subaward

28. FFATA is a federal requirement if AZGFD is the primary recipient of federal funds and is passing $30,000 or more through to a subrecipient the FFATA form must be completed.

29. If agreement awards federal funds, include the “Federal Award Information” Section (page 2)

30. If funding with federal funds, there must be a need. Pre-agreement, already completed or implemented work often is not allowed. AZGFD Contact/Work Unit must verify that in the agreement if funding an existing need.

Include a justification memo when submitting for the agreement review process.

31. Mark yes or no

32. The State of Arizona, and best management practices dictate that when funding a third party or sub-recipient that the work progress be monitored. The AZGFD Contact’s Work IS responsible to ensure monitoring is completed and documented. Plan for your monitoring.

33. Mark yes or no

Initiating and Processing a Non-Procurement Agreement for Execution:

Once it has been determined that a non-procurement agreement is the appropriate mechanism to exchange funds/resources/goals with an external entity refer to Policy K1.2 to determine the type of agreement that best fits the goals of the agreement. Policy K1.2 will also provide the signatory authority necessary to execute the agreement. Templates can be obtained from the DOCS Branch (templates are updated as necessary, so do not assume that a previous template is up to date). All non-procurement agreements require an Agreement Tracking Checklist (ATC). It is important to use the most up to date form as the form includes guidance on requirements that can fluctuate through time (do not use a form you saved from a previous agreement. Use the DOCS intranet page).

It is important to allow enough time for the approval process to be completed. Agreements are reviewed in the order they are received in the agreements review inbox. Agreements requiring Commission approval must be approved by Executive staff prior to being presented at a Commission meeting (see standard work for agreement requiring Commission approval). Some agreements require legal review (legal review is determined by the AD or DOCS Branch Chief).

In the development of an agreement it is paramount that the following are conveyed with specificity within the agreement:

● Scope of work

● Deliverables

● Budget

● Schedule (this includes payments and work milestones,interim/financial report submissions)

If agreement is passing federal grant funds to a 3rd party there are additional forms that will also need to be completed:

● Subrecipient Determination - evaluates the nature of the agreement/relationship and determine whether it is a procurement relationship for goods and services, or whether it is a subaward

● Risk Assessment

● FFATA

Steps (to be followed along with any other standard process required in Division or Branch):

1. Once you have drafted your agreement you will route it for signature approval in the order indicated on the

ATC. Use a single email chain so that approvers down the line can see the history of the agreement.

2. Using the same email chain for prior approval, submit the draft agreement, ATC and all pdf’d corresponding documents to the agreementsreview@azgfd.gov inbox. If the agreement tiers to another overarching agreement provide those documents as well.

○ When requesting DOCS review, please indicate whether the agreement has received legal review (provide attorney name and date of review) and any other pertinent information that will be helpful in the review process.

3. Once the DOCS review is complete an email will be sent to the POC indicated on the ATC with direction on how to proceed. DOCS may approve contingent on edits specified in the email. DOCS Branch Chief will initial the ATC upon return if approved.

mailto:agreementsreview@azgfd.gov

4. Once the agreement is approved for execution by DOCS the draft agreement can be finalized and pdf’d to route for signatures. For those agreements requiring Commission approval, follow the Agreements Requiring Commission Approval - Standard Work

5. After all signatures are obtained the agreement will be considered an executed agreement. It is required that all fully executed agreements are submitted to the DOCS Branch agreementsreview@azgfd.gov inbox within 5 business days. Please submit all associated documents as separate files using the same email chain that was used during the approval process.

6. Initiate an agreement monitoring plan and file using guidelines required by your Supervisor.

https://drive.google.com/file/d/1dbogUHi901DCG_Ae8Bo_-mRvBczAKB0S/view?usp=drive_link https://drive.google.com/file/d/1dbogUHi901DCG_Ae8Bo_-mRvBczAKB0S/view?usp=drive_link mailto:agreementsreview@azgfd.gov