Agenda - 11-15-2011 - 5i - Laserfiche WebLink

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12 Contract No. TJCOG-CBS-004 If the combined total expended from all funding originating from Federal Government sources is less than $300,000 in a single year, the Contractor, or its assignee, shall confnm annually in writing that the above audit requirements are not applicable. This confumation shall be submitted to the address listed below. Submit To• Send one copy of the Audit and Management Letter or the letter confirming that the audit requirements are not applicable to: Kathy Boyer Triangle J Council of Governments PO Box 12276 RTP, NC 27709 ARTICLE 30. EXAD~IVATION OF RECORDS The Contractor agrees that TJCOG shall have access at any time and the right to examine, audit, excerpt, transcribe and copy on the Contractor's premises any directly pertinent records and computer files of the Contractor involving transactions relating to this Agreement. Similarly, TJCOG shall have access at any time to examine, audit, test and analyze any and all physical projects subject to this Agreement. If the material is held in an automated format, the Contractor shall provide copies of these materials in the automated format or such computer file as may be requested by TJCOG. Such material shall be retained for three years by the Contractor following final payment on the Agreement. This provision shall also apply in the event of cancellation or termination of this Agreement. The Contractor shall notify TJCOG in writing of any planned conversion or destruction of these materials at least 90 days prior to such action. Any charges for copies provided by the Contractor of books, documents, papers, records, computer files or computer printouts shall not exceed the actual cost thereof to the Contractor and shall be reimbursed by TJCOG. The minimum acceptable financial records for the project consist of: 1) Documentation of employee time; 2) Documentation of all equipment, materials, supplies and travel expenses; 3) Inventory records and supporting documentation for allowable equipment purchased to carry out the project scope; 4) Documentation and justification of methodology used in any in-kind contributions; 5) Rationale supporting allocation of space charges; 6) Rationale and documentation of any indirect costs (submitted with initial invoice); 7) Documentation of Agreement Services and Materials; and 8) Any other records which support charges to project funds. The Contractor must maintain sufficient segregation of project accounting records from other projects or programs. ARTICLE 31. PERFORMANCE REPORTS AND INVOICES The Contractor shall submit Invoices accompanied by Performance Reports to TJCOG according to the guidelines in ATTACFIMENT A as long as this Agreement is in effect. These Invoices and Performance Reports shall detail the uses of the funds received under this Agreement, how funds have been expended and the amounts expended during the immediately preceding fiscal period, until all funds have been expended. Performance Reports must identify the status of progress of tasks as provided in the Scope of Work. The Final PerformanceReport shall be submitted no later than 60 days following termination of this Agreement. It shall include a summary of the work performed, a data report in a form that is consistent with reporting standards described in ATTACHIVIENT A, a final financial report and a short narrative of problems and achievements, all of which shall be consistent with any format instructions provided by TJCOG. Page 8 of 34