2017-536 Aging - City of Durham - Pass-Through Agreement for Allocation, Disbursement and Accounting of the Section 5310 Funds

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DCHC-MPO agencies.These audits comply with OMB Circular A-133.Auditor issues reports at the completion of the audits. Sub-recipients who are private non-profit organizations or private for-profit firms are required to obtain audits of their expenditures and operations annually by an independent audit firm if their agency has expended in excess of$500,000 in the Federal fiscal year.The audit firm is instructed by the sub-recipient to send a copy of the report to the City of Durham the year after they incur grant-related expenditures. NCDOT's Audit Office shall review the audit reports for compliance with OMB Circular A-110,A-122, and A-133. Any questions raised by the Audit Office must be resolved by the sub-recipient and the audit firm preparing the audit report. Close Out For internal financial reasons, the City of Durham closes projects several months after reimbursing the sub-recipient for the last of its eligible expenditures.The process is one of the following: a) Verification by the City of Durham with the sub-recipient's representative that all project expenditures have been incurred and reimbursed, or b) All funding available in the sub-recipient agreement has been reimbursed, or c) The project has come to the end of its 3-year term (operating projects). Capital assistance has a term equivalent to the useful life of the equipment purchased, which may be up to twelve years after acceptance of the equipment.The DCHC MPO may amend or terminate capital assistance agreements when project equipment is transferred between sub-recipients before its useful life has been reached. Operating assistance agreements have a term of 36 months and are not extended or closed prior to the end date of the agreement. Procurement Purchasing equipment under the 5310 grant program may be conducted directly by the sub- recipients. Sub-recipients that are governmental transit entities (such as DATA or Chapel Hill Transit) will have different procurement processes.These types of entities may participate in NCDOT's coordinated bid process (with NCDOT oversight).The role of NCDOT and the City of Durham is to assure purchases are made competitively and in compliance with federal procurement policies. NCDOT requires that all bid documents and specifications prepared by the sub-recipients be submitted for review and approval prior to seeking bids for equipment,to assure compliance with Federal standards. The DCHC MPO will provide procurement oversight for non-governmental transit entities (private non-profits or for-profit businesses).The role of DCHC MPO is to assure purchases are made competitively and in compliance with federal procurement policies. Purchases of equipment by sub- recipients are required to abide by the Buy America and Disadvantaged Business Enterprise (DBE) provisions. DCHC MPO requires that all bid documents and specifications prepared by the sub- recipients be submitted for review and approval prior to seeking bids for equipment, to assure compliance with Federal standards. Property Manaeement The DCHC MPO shall design and maintain a database that contains all equipment inventory records. The information in the database shall include, but is not limited to the sub-recipient's name, address and phone number; date accepted; equipment purchased; identification/model numbers; vehicle equipment is attached to;federal grant number and state agreement number; federal Approved by DCHC MPO TAC 6.11.14 Page 17