Exhibit 3: Conference Expenses and Reporting Requirements

A.       Conference Expenses.  The following outlines the expenses to be included and used to determine the total estimated cost of each conference based on the respective types of conference requests and to the extent the OPDIV’s/STAFFDIV’s funds will be used for such expenses (Policy Section 1.2.B):

OPDIV/STAFFDIV Hosted, Sponsored, or Co-Sponsored Conferences

• Contractor costs (e.g. for planning, supporting, administering, aiding in logistics, documenting, etc.)
• Amount of the grant or an agreement associated with the conference
• Venue Costs (hire of rooms)
• Audiovisual costs
• Speaker Fees
• Printing Costs
• Promotional Marketing
• Training Materials
• Exhibit Costs
• Any food or beverage costs (see the January 3, 2012 policy on the Use of Appropriated Funds for Food)
• Federal Employee travel and per diem expenses
• Non-Federal Attendee travel and per diem expenses
• Registration Fees
• Other costs (ground transportation, shipping, supplies, etc.)

OPDIV/STAFFDIV Attended Conferences (those hosted by another OPDIV, STAFFDIV, Federal Agency, or non-federal organization)

• Any miscellaneous costs to be funded for the conference (exhibit fees, ground transportation, shipping, printing, supplies, etc.)
• Federal Employee travel and per diem expenses
• Non-Federal Attendee travel and per diem expenses
• Registration fees

B.       M-12-12 Annual Report Requirements.  In developing the M-12-12 annual report (Policy Section 1.4.A), the following information must be included for each conference included in the report:

• the name or title of the conference
• the location of the conference to include:
  • Venue name
  • City
  • State, or Country if international
• the date(s) of the conference
• the purpose of the conference to include a brief explanation how the conference advanced the mission of the agency
• the total conference expenses incurred by the OPDIV/STAFFDIV for the conference
• the total number of attendees
• the total number individuals whose travel expenses or other conference expenses were paid by the agency
• if applicable, a description of the exceptional circumstances – as approved by the OPDIV Head or Secretary (for the STAFFDIVs) – that necessitated exceeding $500,000

C.       Annual OIG Report Requirements.  In developing the annual report to the OIG (Policy Section 1.4.A), the following information must be included for each conference included in the report:

• the name or title of the conference
• the location of the conference to include:
  • Venue name
  • City
  • State, or Country if international
• the date(s) of the conference
• the purpose of the conference to include a brief explanation how the conference advanced the mission of the agency
• the total conference expenses incurred by the OPDIV/STAFFDIV for the conference
• a breakout of the costs for:
  • contractor support
  • any audio-visual services
  • any food or beverages (which should be $0, see the January 3, 2012 policy on the Use of Appropriated Funds for Food)
  • federal attendee travel, per diem, and registration
  • non-federal attendee travel, per diem, and registration

• the total number of attendees
• a discussion of the methodology used to determine which costs relate to the conference
• a description of the contracting procedures used including discussions of:
  • whether contracts were awarded on a competitive basis
  • any cost comparison conducted by the OPDIV or STAFFDIV in evaluating potential contractors for the conference

Regarding the contracting and cost comparison procedures, the following are the standard descriptions to be used in the reports:

Contracting Procedures:

1. Competed under Federal Supply Schedule Ordering Procedures of FAR 8.405
2. Competed under Simplified Acquisition Procedures of FAR Part 13
3. Full and Open Competition under FAR Part 15
4. Fair Opportunity under Multiple Award Contract, including previously competed strategic sources, under FAR 16.505(b)(1)
5. Full and Open Competition after exclusion of sources (Small Business Set Aside) under FAR 19.5
6. Other than Full and Open Competition based on Circumstances under FAR 6.302
7. Solicited from a single source using Federal Supply Schedule Ordering Procedures under FAR 8.405-6
8. Solicited from a single source using simplified acquisitions under FAR 13.106-1(b) or 13.501
9. Exception to Fair Opportunity under FAR 16.505(b)(2)
10. 8(a) Directed Source under FAR 19.8
11. Exercise of Option under FAR 17.207
12. N/A - Conference was supported by a Grant, Cooperative Agreement, Interagency Agreement, or Co-sponsorship Agreement
13. N/A – Contractor support was not used

Cost Comparison Method:

1. Single Offer – Cost/price analysis performed in accordance with FAR 13 or FAR 15 as applicable
   • Note – use this description if selecting 1 through 6 from the selection above and only one offer was received, or if selecting choices 7 through 10 above.
2. Best Value Comparison – Multiple offers compared on combination of cost/price and technical factors, award based on best value continuum
   • Note – use this description if selecting choices 1 through 6 above and a best value source selection approach was used.
3. Low Price Technically Acceptable (LPTA) Comparison – Multiple offers compared on combination of either cost or price and technical factors, award made to the technically acceptable offer at the lowest price
   • Note – use this description if selecting choices1 through 6 above and a LPTA source selection approach was used
4. Determination that Option Exercise is the most advantageous method of fulfilling the Government's needs
   • Note – use this description if selecting choice 11 from the above listing
5. N/A – Conference was supported by a Grant, Cooperative Agreement, Interagency Agreement, or Co-sponsorship Agreement
   • Note – use this description if selecting choice 12 from the above listing
6. N/A – Conference was not supported by a contractor
   • Note – use this description if selecting choice 13 from the above listing

D.        Recurring OIG Report Requirements.   The following template must be used to submit the recurring reports on conferences hosted in excess of $20,000 (Policy Section 1.4.B).

See the template (XLSX)