Volume 8 | June 2019
NEW DATE: August SWGMG Meeting
The August meeting of the Statewide Grant Manager's Group (SWGMG) will now be held on Wednesday, August 28th from 9:00 - 11:00 a.m. You can attend in person or via web-conferencing.

Please register for the meeting by clicking on the RSVP button below.

The physical location of the meeting will be at CDOT Headquarters at 2829 W. Howard Place, Denver, CO 80204. The meeting will be held in Conference Room 159.

The agenda and presenters are being finalized and will be sent as the meeting date gets closer.

PLEASE NOTE: If you plan to attend the meeting in person, there is  FREE PARKING; just be sure to park in CDOT Visitor Parking. Please do not park in the RTD Leased lot or in the CDOT parking garage. Also plan to arrive a few minutes early and have your state issued badge as you will need it to get through security. CDOT is also conveniently located across the street from the Decatur/Federal Light Rail Station. Please see map for further details.  CDOT Parking Map
Important Policy Updates
The following policies are effective July 1, 2019 for use by State Agencies and Institutions of Higher Education (IHEs) under the governance of the State Controller statute (CRS §24-30-101 et seq.):

These policies and the accompanying forms are the products of the hard work of staff from OIT, the AG's Office, and the OSC, in collaboration with various State Agencies and IHEs throughout the state. The new policies and forms are designed to protect the State’s interests and better align with the updated State Fiscal Rules and current best practices. As part of the rollout of these new policies, please make yourself aware of the following considerations:

1.      Transition Period
Because June is a period of peak procurement activity for many State Agencies and IHEs, a delayed effective date was chosen to provide ample time for State Agency and IHE procurement teams to communicate to various stakeholders that all Purchase Orders (POs) and Small Dollar Grant Awards (SDGAs) issued on or after  July 1, 2019  will be governed by the Model Terms and Conditions attached to the new PO and SDGA policies.

During the transition period, the hyperlinks on the PO and the SDGA documents will direct vendors to a page that will provide the terms and conditions in effect for POs or SDGAs issued on or after  7/1/2019  as well as the terms and conditions in effect prior to that date. If you have any transaction in progress that will be impacted by this change in model terms and conditions, you are encouraged to inform vendors of the upcoming transition as soon as possible.

2.      Updated CMS Online Record
In response to the changes in the Procurement Code as a result of the modernization, the Contract Management System (CMS) online record will be updated to remove unnecessary fields which are no longer required by statute. As a result, as of  July 15, 2019  the data contained in these fields will no longer be available through CMS. A list of the CMS fields that will be hidden is attached to this notification.

If you determine that your State Agency will need to retain this data following July 15, you will need to run a report and retain for your records outside of CMS. For assistance in developing and running reports in CMS, please contact  Nick Severn  at the Central Contracts Unit (CCU).

All State Agencies and IHEs shall be in compliance with the new policies and use the new PO and SDGA model terms and conditions for all transactions to which they apply on the Effective Date. State Agencies and IHEs are also not required to amend transactions issued prior to 7/1/2019 to update the terms and conditions, but may do so in their discretion.

If you have questions regarding the new policies please contact Russ Wall or your Agency's assigned CCU Contract Reviewer.

Additional information on the Small Dollar Grant Award and the updated CMS policy is found below and on our Grants Website.
Small Dollar Grant Award
The new Small Dollar Grant Award (SDGA) may be used for grants of $150,000 or less. This is a system-generated document (via CORE) when a POGG1 is used. The SDGA references a link to the SDGA Terms & Conditions.

The new policy can be found here.

For information on the other OSC approved grant templates, please Visit our Website .
Contract Management System (CMS) Policy
Over the past few months, the OSC facilitated a working group to review and make recommendations regarding CMS-related documents, forms, system fields, guidance, and processes. Effective July 1, 2019 grants are no longer required to be entered into CMS. The revised CMS policy can be found here and a crosswalk of CMS fields for contracts is available here.

Grant Manager 101 Training
More Dates Added!
Due to the success of our first round of Grant Manager 101 trainings, we are excited to offer additional in-person training options this fall:

Full day session: Thursday, September 5th from 8:30 a.m. - 4:30 p.m.

Two half-day sessions : Wednesday, September 25th and Thursday, September 26th from 8:30 a.m. - 12:30 p.m.

Training is FREE and intended for new grant managers or those looking for a refresher course on basic grant management roles, responsibilities, and best practices.

If you are unable to attend either session in September or would like to schedule dedicated training for your agency, contact us for more information.

If interested in attending the September sessions, additional information can be found in the registration links:

Mark Your Calendars!
2019 SWGMG Meeting Schedule

Wednesday, August 28th - CDOT Headquarters
Wednesday, November 20th - CDPS Headquarters
Grants Unit Contact Info