Res 2003-032 - Laserfiche WebLink

Home Browse Search

S!':CTION 7. RETENTION AND ACCESSIBILITY OF RECORDS fJ, Company shall maintain fiscal records and supporting documentation for all expenditures of funds Ii ,~Je under this contract in a manner which conforms to OMB Circular A-87, Section 570.490 of the Regulations, and this contract. Such records shall include data on the racial, ethnic, and gender characteristics of persons who are applicants for, participants in, or beneficiaries of the funds provided under this contract. Company shall retain such records, and any supporting documentation, for the greater of five years from close-out of this contract or the period required by other applicable laws and regulations as described in the Regulations. B. Company shall give the United States Department of Housing and Urban Development (HUD), the Inspector General, the General Accounting Office, the Auditor of the State of Texas, Office of Rural Community Affairs (ORCA) and the City of San Marcos, or any of their duly authorized representatives, access to and the right to examine all books, accounts, records, reports, files, and other papers, things, or property belonging to or in use by Company pertaining to this contract including records concerning the past use of RLF funds. Such rights to access shall continue as long as the records are retained by Company. Company agrees to maintain such records in an accessible location and to provide citizens reasonable access to such records consistent with the Texas Public Information Act. C. Company shall include the substance of this Section 7 in all subcontracts. SECTION 8. REPORTING REQUIREMENTS A. Company shall submit to City such reports on the operation and performance of this contract as may required by City, including but not limited to the reports specified in this Section 8. Company shall submit to City no later than the tenth day of the second month following the end of each calendar quarter of the contract period (i.e., May 10; August 10; November 10, February 10), a Quarterly Progress Report, a Minority Business Enterprise Report (MBE), an Employee Certification Report (ECR) and a Quarterly Connection Report, if applicable. The Quarterly Progress Report shall identify the progress, in narrative form, of all construction and non-construction activities by budget categories performed pursuant to Exhibit A, Performance Statement, and of the expenditures and obligations of funds by budget category made pursuant to Exhibit B, Budget. The Quarterly Progress Report shall be in a format prescribed by City and shall include all such activities, expenditures, and obligations made or performed under this contract during the previous quarter. C. Company shall submit a Certificate of Completion to City no later than 60 days after the contract termination date or at the conclusion of all contract activities as determined by City. The Certificate of Completion shall be in a format prescribed by City and shall include a final Project Completion Report of all activities performed under this contract. D. In addition to the limitations on liability otherwise specified in this contract, it is expressly understood and agreed by the parties hereto that if Company fails to submit to City in a timely and satisfactory manner any report required by this contract, City may, at its sole option and in its sole discretion, withhold any or all payments otherwise due or requested by Company hereunder. If City withholds such payments, it will notify Company in writing of its decision and the reasons therefor. Payments withheld pursuant to this paragraph may be held by City until such time as the delinquent obligations for which funds are withheld e fulfilled by Company. ~ECTION 9. MONITORING City reserves the right to perform periodic on-site monitoring of Company's compliance with the terms and conditions of this contract, and of the adequacy and timeliness of Company's performances under this RLF Contract Page 4