S Grant-Contract - Accept COPS Interoperable Communication Technology Grant Program Award

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Contract for Use of The City of Durham 2005 COPS Interoperable Communications Technology Grant between the City of Durham and the Orange County, page2 requested, as reasonable, by the City. II. Administrative Requirements A. Financial Management. 1. AccountingStandazds: The Sub-Recipient agrees to comply with OMB Circular A- 102, "Uniform Administrative Requirements for Grants and Cooperative Agreements With State and Local Governments" and agrees to adhere to the accounting principles and procedures required therein, utilize adequate internal controls, and maintain necessary source documentation for all costs incurred. 2. Cost Principles: The Sub-recipient shall administer its program in conformance with OMB Circular A-87, "Cost Principles for State, Local and Indian Tribal Governments." These principles shall be applied for all costs incurred whether charged on a direct or indirect basis. 3. Audit. The Sub-recipient hereby agrees to have an annual agency audit conducted in accordance with OMB Circular A-133. B. Documentation and Record Keenine. 1. Records to be Maintained. The Sub-recipient shall maintain all records required by the Federal regulations specified that are pertinent to the activities to be fiznded under this contract. Such records shall ittclude, but not be limited to: a. Records providing a full description of each activity undertaken; b. Records demonstrating that each activity undertaken meets one of the Objectives of the awarding agency; as specified above in Sec 2-I(B); c. Records required to detemvne the eligibility of activities and participants; d. Financial records as required by OMB Circulars A-102 or 2CFR Part 215, as applicable; e. .Other records necessary to document compliance with Federal Cost Principles. 2. Retention. The Sub-recipient shall retain all records pertinent to expenditure incurred under this contract for a period of three (3) years after the termination of all activities funded under this contract. Records for non-expendable property acquired with funds under this contract shall be retained for three (3) yeazs after final disposition of such property. Notwithstanding the above, if there is litigation, claims, audits, negotiations or other actions that involve any of the records cited and that have started before the expiration of the three-year period, then such records must be retained until completion of the actions and resolution of all issues, or the expiration of the three-yeaz period, whichever occurs later. 3. Close-Outs. The Sub-recipient's obligation to the City shall not end until all close- out requirements aze completed. Activities during this close-out period shall include, but aze not limited to: making final payments, disposing of program assets (including the return of all unused materials, equipment, unspent cash advances, program income balances, and accounts receivable to the City), and determin;ng the custodianship of records. 4. Audits & Inspections. All Sub-recipient xecords with respect to any matters covered by this Agreement shall be made available to the City, grantor agency, their designees or the Federal Government, at any time during normal business hours, as often as the City or grantor agency deems necessary, to audit, examine, and make excerpts or transcripts of all relevant data. Any deficiencies noted in audit reports must be fully cleared by the Sub-recipient within 30 days after receipt by the Sub-recipient. In this contract, "Work" means the services that the Sub-recipient is required to perform pursuant to this contract and all of the Sub-recipient's duties to the City that arise out of this contract. Unless the context requires otherwise, if this contract states that a task is to be performed or that a duty is owed, it shall be presumed that the task or duty is the obligation of the Sub-recipient. Sec. 3. Complete Work without Extra Cost. Except to the extent otherwise specifically stated in this contract, the Sub-recipient shall obtain and provide, without additional cost to the City, all labor,