|
(2) Report
<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/Ree ui od Length of Record Keenin¢. 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, adtniiustrative
<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, Californ a, 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 L aw/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 finds shall be in accordance with the CARES Act, the ACT, and all
<br />pertinent regulations issued by agencies of the federal government, hrcluding, 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 refereed to in this Agreement.
<br />5
<br />
|