Agenda - 03-02-2006-5f - Laserfiche WebLink

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I Contract for Use of The City of Durham 2005 COPS Intetoperable Communications Technology Grant between the City of Durham and the Orange County, page2 II. Administrative Requirements A Financial Management I - Accounting Standards: 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. 1 Cost Principles: The Sub - recipient shall administer its program in conformance with OMB Chcular 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 ariuual agehcy audit conducted in accordance with OMB Circular A -133 B Documentation and Record Keeping- 1 Records to be Maintained The Sub- recipicnf'shall mainta'ialall records required by the Federal regulations specified that arepe'i:ftinciit to the adtiVities to be funded under this contract. Such records shall include, but not be limited a Records providing a full description of each, undertt. ., b Records demonstrating that 'eacit activity u f.th ndertaken meets one:' Objectives of the awarding agency; as specihe&above fsSee 2 -I(B); c. Records required to determine the eligiliility of activities and participants; d Financial records ;as required by OM Circulars A -102 or 2CFR. Part 215, as applicable; e. Other records necessa. ytq : ;docurrent compliance ;}with Federal Cost Principles. 2 Retention. The Sub- recipf'eztt s. 'a$7eiah all recordsipe'rtinent to expenditure incurred under this contract`for a per'i6d%ef :three (3}'yeazs after the termination of all activities.finded under this coutracC Records for non - expendable property acquired with.fh. nd `ifiider, this contract shall be retained for three (3) years after final disposition ofsi 61r property. Notwithstanding the above, if there is litigation, claims, :audits negotiatrgi s or other actions that involve any of the records cited and that have'sf d befo ache expiration tithe three -year period, then such records must be retained " iii ?;tiL;ebtnptepop;q£Yjre.ac6ons and resolution of all issues, or the expiration thre eyarperiod,wficbe'ver occurs later 3 CieuEData Clie Sub - recipient shall maintain client data demonstrating client eligibilf ..for seiv'%ces ;provided. Such data shall include, but not be limited to: client name, ad{iress, incc" level or other basis for determining eligibility, and description of servic:6 a; ided( Such information shall be made available to the funding agency, the City, rfi;.'(3esignees for review upon request ` K isclosures' The Sub - recipient understands that client information collected under `:.;this contract is private and the use or disclosure of such information, when not dfectly connected with the administration of the City's or Sub- recipicnt's responsibilities with respect to services provided under this contract, is prohibited by the Privacy Act unless written consent is obtained from such person receiving service and, in the case of a minor, that of a responsible parent/guardian 5. Close -Outs The Sub - recipient's obligation to the City shall not end until all close- out requirements are completed. Activities during this close -out period shall include, but are 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 determining the custodianship of records .. 6. Audits & Inspections All Sub - recipient records 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 of