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5/11;10 <br />contracts or documentation pertaining to costs for subcontractors, plus all other invoices <br />and proof of payment for which CDBG FUNDS were expended, and any payments <br />therefor. <br />f. Any such other related records as CITY shall reasonably require or as required <br />to be maintained pursuant to the CDBG REGS. <br />(z) Reports <br />a. Payment Request. Concurrently with the submittal of each quarterly report, on <br />or before the 15th day of October, January, April and July, SUBRECIPIENT shall submit <br />both: an original invoice /request for reimbursement and true copies of invoices, receipts, <br />procurement documentation for goods or services, timecards, payroll records, benefit <br />statements, agreements, contracts or documentation pertaining to costs for subcontractors, <br />and/or other documentation supporting and evidencing how the CDBG FUNDS have been <br />expended during the applicable quarter. <br />b. Quarterly Progress Report: SUBRECIPIENT agrees to keep records of all <br />ethnic and racial statistics of persons and families benefited by SUBRECIPIENT in the <br />performance of its obligations under this Agreement, including, but not limited to, the <br />number of low and moderate income persons and households assisted in accordance with <br />federal income limits, the number of female heads of households assisted, new program <br />information and year -to -date program statistics on expenditures, caseload and activities. <br />Failure to provide any of the required documentation and reporting will cause CITY to <br />withhold all or a portion of a request for reimbursement, or return the entire <br />reimbursement package to SUBRECIPIENT, until such documentation and reporting has <br />been received and approved by CITY. <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 />SUBRECIPIENT'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 Records/Required Length of Record Keeoine. 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 from the date of final payment under this Agreement. Records which <br />25B -7 <br />