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I.
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Procurement System Review Overview and Approach |
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I.1.
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PSR Objectives |
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I.2.
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Procurement Assessment Phase |
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I.2.a.
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Regional Office Review |
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I.2.b.
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Grantee Document Review |
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I.2.c.
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Initial Site Visit |
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I.2.d.
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Systemwide Requirements Review |
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I.3.
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Contract Review Phase |
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I.3.a.
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Selection of Sample |
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I.3.b.
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Second Site Visit |
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I.4.
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Reporting |
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I.4.a.
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Draft Report |
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I.4.b.
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Grantee Comments and Preliminary Response |
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I.4.c.
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Final Report |
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I.4.d.
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Complete File |
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I.5.
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Sample Selection Matrix |
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I.6.
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Contract File Summary Sheet |
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II.
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Required Procurement Elements and Suggested Best Practices |
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II.1.
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Systemwide Elements |
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II.1.1)
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Written Standards of Conduct |
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II.1.2)
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Contract Administration System |
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II.1.3)
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Written Protest Procedures |
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II.1.4)
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Prequalification System |
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II.1.5)
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Procedures for Ensuring Most Efficient and Economic Purchase |
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II.1.6)
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Procurement Policies and Procedures |
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II.2.
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Individual Procurement Elements |
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II.2.7)
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Independent Cost Estimate |
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II.2.8)
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A&E Geographic Preference |
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II.2.9)
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Unreasonable Qualification Requirements |
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II.2.10)
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Unnecessary Experience and Excessive Bonding |
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II.2.11)
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Organizational Conflict of Interest |
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II.2.12)
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Arbitrary Action |
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II.2.13)
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Brand Name Restrictions |
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II.2.14)
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Geographic Preferences |
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II.2.15)
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Contract Period of Performance Limitation |
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II.2.16)
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Written Procurement Selection Procedures |
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II.2.17)
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Solicitation Prequalification Criteria |
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II.2.18)
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Award to Responsible Contractors |
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II.2.19)
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Sound and Complete Agreement |
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II.2.20)
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No Splitting [Micro-purchase] |
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II.2.21)
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Fair and Reasonable Price Determination [Micro-purchase] |
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II.2.22)
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Micro-Purchase Davis Bacon |
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II.2.23)
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Price Quotations [Small Purchase] |
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II.2.24)
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Clear, Accurate, and Complete Specification |
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II.2.25)
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Adequate Competition - Two or More Competitors |
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II.2.26)
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Firm Fixed Price [Sealed Bid] |
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II.2.27)
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Selection on Price [Sealed Bid] |
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II.2.28)
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Discussions Unnecessary [Sealed Bid] |
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II.2.29)
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Advertised/Publicized [Sealed Bid] [RFP] |
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II.2.30)
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Adequate Solicitation [Sealed Bid] [RFP] |
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II.2.31)
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Sufficient Bid Time [Sealed Bid] |
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II.2.32)
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Bid Opening [Sealed Bid] |
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II.2.33)
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Responsiveness [Sealed Bid] |
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II.2.34)
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Lowest Price [Sealed Bid] |
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II.2.35)
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Rejecting Bids [Sealed Bid] |
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II.2.36)
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Evaluation [RFP] |
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II.2.37)
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Price and Other Factors [RFP] |
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II.2.38)
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Sole Source if Other Award is Infeasible |
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II.2.39)
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Cost Analysis Required [Sole Source] |
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II.2.40)
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Evaluation of Options |
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II.2.41)
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Cost or Price Analysis |
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II.2.42)
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Written Record of Procurement History |
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II.2.43)
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Exercise of Options |
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II.2.44)
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Out of Scope Changes |
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II.2.45)
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Advance Payments |
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II.2.46)
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Progress Payments |
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II.2.47)
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Time and Materials Contracts |
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II.2.48)
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Cost Plus Percentage of Cost |
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II.2.49)
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Liquidated Damages Provisions |
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II.2.50)
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Piggybacking |
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II.2.51)
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IDIQ |
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II.2.52)
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Qualifications Exclude Price [A&E] |
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II.2.53)
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Serial Price Negotiations [A&E] |
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II.2.54)
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Bid Security [Construction Over $100,000] |
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II.2.55)
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Performance Security [Construction Over $100,000] |
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II.2.56)
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Payment Security [Construction Over $100,000] |
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III.
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Questionnaires and Check Lists |
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III.1.
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Assessment Phase Interview Questionnaires |
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III.1.a.
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Interview for Chief Executive Officer |
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III.1.b.
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Interview for Attorney |
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III.1.c.
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Interview for Grants Personnel |
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III.1.d.
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Interview for Finance Personnel |
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III.1.e.
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Interview for Head of Procurement |
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III.1.f.
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Interview for Procurement Staff |
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III.1.g.
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Interview for Program Manager |
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III.1.h.
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Interview for Disadvantaged Business Enterprise (DBE) Representative |
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III.1.i.
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Interview for Internal Auditor |
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III.2.
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Review Findings Check Lists |
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III.2.a.
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Systemwide Elements Check List |
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III.2.b.
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Micro-Purchases |
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III.2.c.
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Small Purchases |
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III.2.d.
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Sealed Bids |
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III.2.e.
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Competitive Proposals (RFP) |
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III.2.f.
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Non-Competitive Proposals (Sole Source) |
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III.2.g.
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Supplement: Architect & Engineering Services |
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III.2.h.
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Supplement: Construction Procurements |
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III.2.i.
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Supplement: Pre-Award and Post-Delivery Review
Requirements and Check List (Rail) |
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III.2.j.
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Supplement: Pre-Award and Post-Delivery Review
Requirements and Check List (Bus) |
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III.3.a.
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Sample Report Format |
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III.3.b.
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Report Summary Table |
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IV.
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Authorities |
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IV.1.
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Common Grant Rule (Part 49 CFR 18) |
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IV.2.
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Circular 4220.1D "Third Party Contracting Requirements"
and Change 1 |
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IV.3.
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Circular 5010.1C "Grant Management Guidelines" |
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IV.4.
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Master Agreement |
