Subcontract Administration

The subgrantee must maintain “oversight” to ensure that subcontractors perform in accordance with the terms, conditions and specifications of the subcontract and to ensure adequate and timely follow up on all purchases. Subgrantees shall evaluate subcontractor performance and document, as appropriate, whether subcontractors have met the terms, conditions, and specifications of the subcontract.
The subgrantee is responsible for the management of all subcontracts issued using TRF-BTS funds, and must:
  • Ensure that no services are performed, or any expenses are incurred, until a subcontract is fully executed. Project activity and costs can be incurred on the day of grant execution.
  • Ensure the subcontractor’s compliance with subcontract provisions.
  • Ensure services are performed according to the quality, quantity, objectives, time frames, and manner specified in the subcontract.
  • Ensure that all work is completed and accepted by the agency before the subcontract expires.
  • Assess and request amendments, renewals, or new subcontracts as required, allowing sufficient time to process and execute the changes before the subcontract expires in order to prevent a lapse in service.
  • Ensure that subcontracts are amended subsequent to any grant agreement revision that affects the subcontract terms.
  • Review and approve invoices for payment to ensure payments are made in accordance with subcontract terms, costs are budgeted and allowable, and work has been performed.
  • Monitor subcontract expenditures to ensure there are sufficient funds to pay for all services rendered as required by the subcontract.
  • Verify all requirements of the subcontract are fulfilled before submitting the final invoice.
  • Ensure all Personnel Activity Reporting (PAR) requirements are met ( ).