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6 -1 Sd2 <br />(2) Reports <br />(i) Payment Request. Concurrently with the submittal of each <br />quarterly report, on or before the 15th day of October, January, <br />April and July, SUBRECIPIENT shall submit both: an original <br />invoice and true copies of invoices, receipts, agreements, copies <br />of any and all contracts or documentation pertaining to costs for <br />subcontractors or other documentation supporting and <br />evidencing how the CDBG FUNDS have been expended during <br />the applicable quarter. <br />(ii) Quarterly Activity Report: SUBRECIPIENT agrees to keep monthly records of <br />all ethnic and racial statistics of persons and families benefited by SUBRECIPIENT <br />in the performance of its obligations under this Agreement, including, but not <br />limited to, the number of low and moderate income persons and households assisted <br />in accordance with federal income limits, the number of female heads of households <br />assisted, new program information and year -to -date program statistics on <br />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 <br />request for reimbursement, or return the entire reimbursement package to <br />SUBRECIPIENT, until such documentation and reporting has been received and <br />approved by CI'T'Y. <br />J. Access to Records. CITY and the United State Government and /or their <br />representatives shall have access for purposes of monitoring, auditing, and examining <br />SUBRECI 'IENT's activities and performance, to books, documents and papers, and the right to <br />examine records of SUBRECIPIENT`s subcontractors, bookkeepers and accountants, employees <br />and participants in regard to said program. CITY and the United States Government and /or their <br />representatives shall also schedule on -site monitoring at their discretion. Monitoring activities <br />may also include, but are not limited to, questioning employees and participants in said program <br />and entering any premises or any site in which any of the services or activities funded hereunder <br />is conducted or in which any of the records of SUBRECIPIENT are kept. Nothing herein shall <br />be construed to require access to any privileged or confidential information as set forth in federal <br />or state law. <br />K. Location of RecordslRequirod Length of Record Keeping. All accounting records, <br />reports, and evidence pertaining to all costs, expenses and the CDBG FUNDS of <br />SUBRECIPIENT and all documents related to this Agreement shall be maintained and kept <br />available at SUBRECIPIENT'S office or place of business for the duration of the Agreement and <br />thereafter for five (5) years after completion of an audit in conformity with the CDBG REGS's. <br />Records which relate to (a) complaints, claims, administrative proceedings or litigation arising <br />out of the performance of this Agreement, or (b) costs and expenses of this Agreement to which <br />CITY or any other governmental agency takes exception, shall be retained beyond the five (5) <br />years until complete resolution or disposition of such appeals, litigation claims, or exceptions, In <br />the event SUBRECIPtENT does not make the above - referenced documents available within the city <br />