2014/09/03 Council Agenda Packet

3 1. In addition to the reports as may be required elsewhere in this Grant Agreement, the Sub- Grantee shall promptly prepare and submit the following reports to the Department's Key Personnel: a. Quarterly progress reports, no later than the 15th day following the end of the fiscal quarter, indicating the status of the project, to include a brief narrative on progress during the quarter. The report shall identify the costs incurred to date, the percentage of work completed, the anticipated completion date of the project, and whether cost under runs or over runs are expected. In addition, the Sub-Grantee should note any challenges or issues associated with the project. Failure to submit a complete quarterly report within 15 days following the end of the quarter will result in suspension of all payments to the Sub-Grantee until a complete quarterly report is received by the Department. b. A final report when the project is completed, prematurely terminated, or project assistance is terminated. The report shall include a final accounting of all expenditures and a description of work accomplished. If the project is not completed, the report shall contain an estimate of the percentage of completion, and shall indicate the degree of • usefulness of the completed project. The report shall account for all expenditures not previously reported and shall include a summary for the entire project. ARTICLE VI—TIME EXTENSIONS A time extension request for Grant Agreement completion must be submitted by the Sub- Grantee to the Department no later than 60 days before the end of the Period of Performance. A time extension request must be in writing and identify the project, the reason the project has not been completed within the approved Period of Performance, a current status of the completion of the work, a detailed timeline for completion of the remaining elements, and an anticipated completion date for the completion of the remaining work. Failure to timely submit a complete time extension request may result in denial of the time extension and loss of funding for the project. ARTICLE VII—SUBRECIPIENT MONITORING: 1. The Department may monitor the use of project funding, costs, and activities by the Sub- Grantee under this Grant Agreement during the Period of Performance and for the life of any equipment purchased under this Grant Agreement for compliance with federal and state laws and regulations, audit requirements, federal grant guidance, and applicable federal and state financial regulations, as well as OMB Circular A-133, Audits of States, Local Governments and Non-Profit Organizations. As a subrecipient of federal financial assistance under Circular A-133, the Sub-grantee shall complete and return to the Department Attachment 8 "OMB Circular A-133 Audit Certification Form" with the signed Grant Agreement and each fiscal year thereafter until the Grant Agreement is closed,which form is incorporated in and made a part of this Agreement. 2. Monitoring activities may include, but are not limited to: a. Review of quarterly project performance reports; b. Review of all documentation related to Sub-Grantee completion of Grant Agreement deliverables and compliance with the Grant Agreement; c. Review of reimbursement requests to ensure allowability and consistency with Grant Agreement budget; d. On-site visits with the Sub-Grantee and of the project to review work in progress, equipment records and inventories, verify source documentation for reimbursement requests and performance reports, verify other supporting documentation, and verify completion of the project funded under this Grant Agreement. • HMGP i DR-4083 Pavp of 37 City of Everett,D15-002