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(2) Reports <br />a. Payment Request. Concurrently with the submittal of each report, SUBRECIPIENT <br />shall submit both: an original invoice/request for reimbursement and true copies of invoices, <br />receipts, canceled checks, bank statements, credit card statements, procurement documentation for <br />goods or services, timesheets, payroll records, benefit statements, agreements, contracts or <br />documentation pertaining to costs for subcontractors, and/or other documentation supporting and <br />evidencing how the CDBG-CV FUNDS have been expended during the applicable term. <br />b. Progress Reports. SUBRECIPIENT agrees to keep records of all ethnic and racial <br />statistics of persons and families benefited by SUBRECIPIENT in the performance of its <br />obligations under this Agreement, including, but not limited to, the number of low and moderate <br />income persons and households assisted in accordance with federal income limits, the number of <br />female heads of households assisted, new program information and year-to-date program <br />statistics on expenditures, caseload and activities. Failure to provide any of the required <br />documentation and reporting will cause CITY to withhold all or a portion of a request for <br />reimbursement, or return the entire reimbursement package to SUBRECIPIENT, until such <br />documentation and reporting has been received and approved by CITY. <br />J. Access to Records. CITY and the United States Government and their representatives or <br />auditors shall have access for purposes of monitoring, auditing, and examining SUBRECIPIENT's <br />activities and performance, to books, documents and papers, and the right to examine records of <br />SUBRECIPIENT's subcontractors, bookkeepers and accountants, employees and participants in regard to <br />said program. CITY and the United States Government and their representatives or auditors shall also <br />schedule on -site monitoring at their discretion. Monitoring activities may also include, but are not limited <br />to, questioning employees and participants in said program and entering any premises or any site in which <br />any of the services or activities funded hereunder is conducted or in which any of the records of <br />SUBRECIPIENT are kept. Nothing herein shall be construed to require access to any privileged or <br />confidential information as set forth in federal or state law. <br />K. Location of Records/ uired Length of Record Keeping. All accounting records, reports, <br />and evidence pertaining to all costs, expenses and the CDBG-CV FUNDS of SUBRECIPIENT and all <br />documents related to this Agreement shall be maintained and kept available at SUBRECIPIENT'S office <br />or place of business for the duration of the Agreement and thereafter for five (5) years from the date of <br />final payment under this Agreement. Records which relate to: (a) complaints, claims, administrative <br />proceedings or litigation arising out of the performance of this Agreement; or, (b) costs and expenses of <br />this Agreement to which CITY or any other governmental agency takes exception, shall be retained <br />beyond the five (5) years until complete resolution or disposition of such appeals, litigation claims, or <br />exceptions. In the event SUBRECIPIENT does not make the above -referenced documents available within <br />the city of Santa Ana, California, SUBRECIPIENT agrees to pay all necessary and reasonable expenses <br />incurred by CITY in conducting any audit at the location where said records and books of account are <br />maintained. <br />L. Compliance with Law/Program Income. SUBRECIPIENT acknowledges that the funds <br />being provided by CITY for said program are received by CITY pursuant to the CARES Act and the ACT, as <br />amended, and that expenditures of these funds shall be in accordance with the CARES Act, the ACT, and all <br />pertinent regulations issued by agencies of the federal government, including, but not limited to, all <br />regulations found at Title 24 of the Code of Federal Regulations. Program income received by <br />SUBRECIPIENT shall be returned to CITY, unless otherwise provided for in this Agreement. <br />SUBRECIPIENT agrees to comply fully with all federal, state and local laws and court orders applicable to <br />its operation whether or not referred to in this Agreement. <br />5 <br />