National Wildlife Refuge System
Northeast Region
 

INTER-/ INTRA-AGENCY AGREEMENTS

 

Inter-/Intra-Agency agreements are agreements where we contract with other Federal agencies to obtain products or services. Inter- Agency agreements are agreements where we contract with other bureaus outside of the Deparment of Interior (ex.: USDA-APHIS, US Forst Service, Military, etc). Intra-Agency agreements are agreements where we contract with other bureaus within the Department (BIA, BLM, BOEM, BSEE, BR, NPS, OSM, and USGS) to obtain products or services. The rules for handling Inter-Agency and Intra-Agency Agreements differ and directions can be found below:

Inter-Agency Agreements

When planning to enter into a NEW intergovernmental agreement, start the process a minimum of 3 months ahead of time.  This includes draft agreement review and processing your “complete agreement package” with USFWS and your partner’s office.

  1. Review, complete, and submit the Agreement Checklist with your Inter-Agency Agreement package (Click here for the most recent Inter-Agency Agreement Checklist).  This checklist serves as a (1) fail safe for you when you are ready to submit a complete package; and (2) is a necessity so that CGS knows the proper personnel have reviewed the package – signatures are required.  Who signs the checklist? The Project Officer is the person who will be responsible for overseeing the agreement and working with the cooperator the most. The Refuge/RO Admin signature would be the Administrative Professional who provides your accounting information/funding codes for the agreement (They confirm that all your accounting information is correct). The remaining signatures are received in the Regional Office during the processing of your package.
    • Your package WILL move forward if you have submitted a complete package.
    • Your package WILL NOT move forward if it is partial or incomplete.  It will NOT be logged in and handled until the complete package is received.
  2. Draft your agreement, using the Fillable Intra/Inter-Agency Agreement Form (FWS 3-2366) (Click here for the fillable form) and prepare a statement of work with your cooperator.  Make sure that the budget is reflected in the Scope of Work.
  3. The package should consist of the following:
      • Agreement Checklist
      • Draft Inter/Intra-Agency Agreement (Click Here for the fillable IAA form) and attach a detailed Scope of Work. Click here for a sample Scope of Work.
      • Provide signed Program Purchase Request paperwork (Click here for the PPR) (Click here for Instructions for PPR)The Agreements Coordinator will notify the Administrative Officer responsible for Requisitioning to enter the information into FBMS – Please do not enter this information into FMBS until notified to do so. We will ask you to enter Acquisition Requests into FBMS, just before we are going to send the package to CGS for review. (Click here for PPR IAA Tip Sheet)
      • SAM print Screen:
        Go to the SAM Search page (https://www.sam.gov/portal/public/SAM/) and click Search Records.  Enter the applicant’s DUNS number in the first search field.  Click on View Details and print this page  A User ID and password are not needed to search for and view public CCR data through the new portal.  If the CCR registration is found to be inactive, the applicant must renew and revalidate the registration before the award can be released/funds obligated in FBMS.  If the applicant is required to register in SAM, make a print screen of the SAM search results showing that the applicant is actively registered in SAM and maintain a copy of the print screen in the official award file.  Indicate if the applicant is required to/is registered in SAM under Item 12A and, if required to register, document their SAM registration validity end date under Item 12B on the Checklist for a New Financial Assistance Award.  If the applicant’s SAM registration is set to expire within the expected award period of performance, the program office must notify the recipient in writing in the Notice of Award of their responsibility to maintain an active registration throughout the entire award period of performance.   
      • Determination and Finding Form is mandatory for all Economy Act Intergovernmental Agreements (Click here for the Determination and Finding Form).
      • All Inter-Agency Agreements per the Federal Acquisition Regulation are required to be supported by a Best Procurement Approach document.

Once the agreement coordinator has looked over your Draft agreement/Scope of Work and received CGS concurrence, the agreement will be sent to the cooperator for signature. 

NOTE:  We will ask you to enter Acquisition Requests into FBMS, just before we are going to send the package to CGS for review.

Entering PR into FBMS

  • Once the above steps are complete and the Agreements Coordinator has received the agreement back from the cooperator with a signature, an e-mail will be sent to the Administrative Officer of the agreement. That e-mail will request that the Administrative Officer enter the PR into FBMS [For Intergovernmental agreements(UPC = R4080200)- the PR will be entered as a FUNDED PR, for Intragovernmental agreements(UPC = R4080100) - the PR will be entered as a IAA PR] and attach a document that contains the (1)signed Agreement Checklist, (2)Scope of Work, and (3)Determination and Finding. This document will be provided to the Administrative Officer in the e-mail.

PLEASE be sure to provide the PR Number to the Agreements Officer after it has been entered into FBMS so that it can be included in the paperwork that will be returned to CGS.

  • Once the PR has been approved, it will then be routed to CGS via PRISM.

  • The Approver will notify the Agreements Coordinator that the PR has been released so that the entire package can be routed to CGS for final signatures.

  • Once final signatures have been received, the Agreements Coordinator will send out an e-mail. with the fully executed agreement.

 

Modifications (MOD) to Inter-Agency Agreements

 

  1. Review, complete, and submit the Agreement Checklist (Checklist illustrates all appropriate steps).
  2. Provide Draft IAA form (Click here for the fillable form) and attach a detailed project description and scope of work with associated costs to reflect the need for a modification.
  3. Provide signed Program Purchase Request paperwork (Click here for the PPR ) (Click here for Instructions for PPR)The Agreements Coordinator will notify the Administrative Officer responsible for Requisitioning to enter the information into FBMS – Please do not enter this information into FMBS until notified to do so. We will ask you to enter Acquisition Requests into FBMS, just before we are going to send the package to CGS for review.
  4. SAM Print Screen - See instruction above to obtain.
  5. Determination and Finding Form are mandatory for all Intergovernmental Agreements.

Entering PR into FBMS

  • Once the above steps are complete and the Agreements Coordinator has received the agreement back from the cooperator with a signature, an e-mail. will be sent to the Administrative Officer of the agreement. That e-mail. will request that the Administrative Officer enter the PR into FBMS [For Intergovernmental agreements(UPC = R4080200)- the PR will be entered as a FUNDED PR, for Intragovernmental agreements(UPC = R4080100) - the PR will be entered as a IAA PR] and attach a document that contains the (1)signed Agreement Checklist, (2)Scope of Work, and (3)Determination and Finding. This document will be provided to the Administrative Officer in the e-mail.

PLEASE be sure to provide the PR Number to the Agreements Officer after it has been entered into FBMS so that it can be included in the paperwork that will be returned to CGS.

  • Once the PR has been approved, it will then be routed to CGS via PRISM.

  • The Approver will notify the Agreements Coordinator that the PR has been released so that the entire package can be routed to CGS for final signatures.

  • Once final signatures have been received, the Agreements Coordinator will send out an e-mail. with the fully executed agreement.

Intra-Agency Agreements

When planning to enter a NEW intra-agency agreement or preparing a modification to an existing agreement, please start the process so that you will be able to route forms for signature with sufficient lead time.

1. Complete the Fillable DOI Intra-Agency Agreement Form (FWS 3-2366) (Click here for the fillable form).

2. Prepare a Statement of Work to accompany the FWS 3-2366 form. Make sure that the budget is reflected in the Statement of Work.

3. Provide a signed Program Purchase Request (Click here for the PPR ) (Click here for Instructions for PPR).

4. Submit this package to Budget and Finance for a miscellaneous obligation.

5. FOR MODIFICATIONS ONLY: In addition to Steps 1-4 above, also provide a justification for the time extension and addition of funding (if applicable). This can be a separate letter, text within Form FWS 3-2366, or you can use the Justification for Extension of Period of Performance form (Click here for Justification Form).

 

Please follow the links below the other Agreement Process pages:

Click Here for ===> Main Page

Click Here for ===> Cooperative/Grant Agreements

Click Here for ===> Reimbursable Agreements

 

 

Last updated: March 17, 2014