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Last modified
7/19/2021 2:50:01 PM
Creation date
7/14/2021 9:44:10 AM
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Contracts
Company Name
CALTRANS
Contract #
A-2021-124
Agency
Public Works
Council Approval Date
7/6/2021
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AUDITS, THIRD PARTY CONTRACTING, RECORDS RETENTION AND REPORTS <br />1. STATE reserves the right to conduct technical and financial audits of PROJECT work and <br />records and ADMINISTERING AGENCY agrees, and shall require its contractors and <br />subcontractors to agree, to cooperate with STATE by making all appropriate and relevant <br />PROJECT records available for audit and copying as required by paragraph three (3) of Article <br />V. <br />2. ADMINISTERING AGENCY, its contractors and subcontractors shall establish and maintain <br />a financial management system and records that properly accumulate and segregate <br />reasonable, allowable, and allocable incurred PROJECT costs and matching funds by line item <br />for the PROJECT. The financial management system of ADMINISTERING AGENCY, its <br />contractors and all subcontractors shall conform to Generally Accepted Accounting Principles, <br />enable the determination of incurred costs at interim points of completion, and provide support <br />for reimbursement payment vouchers or invoices sent to or paid by STATE. <br />3. ADMINISTERING AGENCY, ADMINISTERING AGENCY's contractors and subcontractors, <br />and STATE shall each maintain and make available for inspection and audit by STATE, the <br />California State Auditor, or any duly authorized representative of STATE or the United States, <br />all books, documents, papers, accounting records, and other evidence pertaining to the <br />performance of such contracts, including, but not limited to, the costs of administering those <br />various contracts, and ADMINISTERING AGENCY shall furnish copies thereof if requested. All <br />of the above -referenced parties shall make such AGREEMENT and PROGRAM SUPPLEMENT <br />materials available at their respective offices at all reasonable times during the entire PROJECT <br />period and for three (3) years, or 35 years for Prop I funds, from the date of final payment to <br />ADMINISTERING AGENCY. <br />4. ADMINISTERING AGENCY shall not award a construction contract over $25,000 on the <br />basis of a noncompetitive negotiation for work to be performed under this AGREEMENT without <br />the prior written approval of STATE. All contracts awarded by ADMINISTERING AGENCY <br />intended or used as local match credit must meet the requirements set forth in this <br />AGREEMENT regarding local match funds. <br />5. ADMINISTERING AGENCY shall comply with Chapter 10 (commencing with Section 4525) <br />Division 5 of Title 1 of the Government Code and shall undertake the procedures described in <br />California Government Code 4527(a) and 4528(a). Administering Agency shall comply with <br />Chapter 10 of the LAPM for A&E Consultant Contracts. <br />6. ADMINISTERING AGENCY shall comply with Government Code Division 5 Title 1 sections <br />4525-4529.5 and shall undertake the procedures described in California Government Code <br />4527(a) and 4528(a) for procurement of professional service contracts. Administering Agency <br />shall follow Public Contract Code Section 10335-10381 for other professional service contracts. <br />7. Any subcontract entered into by ADMINISTERING AGENCY as a result of this AGREEMENT <br />shall contain all of the provisions of Article IV, FISCAL PROVISIONS, and this ARTICLE V, <br />AUDITS, THIRD -PARTY CONTRACTING, RECORDS RETENTION AND REPORTS and shall <br />mandate that travel and per diem reimbursements and third - <br />Page 10 of 16 <br />
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