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n. No costs for purchases of equipment/supplies will be reimbursed until the related <br /> equipment/supplies have been received by the SUBRECIPIENT, its subrecipient or contractor, or <br /> any non-federal entity to which the SUBRECIPIENT makes a subaward, and is invoiced by the <br /> vendor. <br /> o. SUBRECIPIENTs shall only use federal award funds under this Agreement to supplement existing <br /> funds, and will not use them to replace (supplant) non-federal funds that have been budgeted for <br /> the same purpose. The SUBRECIPIENT may be required to demonstrate and document that the <br /> reduction in non-federal resources occurred for reasons other than the receipt or expected receipt <br /> of federal funds. <br /> The DEPARTMENT shall provide Advance Payments as provided by FEMA and as required and <br /> authorized by law. <br /> 4. CLOSEOUT <br /> To initiate close-out, the SUBRECIPIENT is required to certify in writing, by Project Worksheet Number, <br /> date completed and total amount expended on the project, completion of the small projects. To initiate <br /> close-out of the large projects, the SUBRECIPIENT shall submit certification of completion on a <br /> STATEMENT OF DOCUMENTATION/FINAL INSPECTION REPORT form to the DEPARTMENT. <br /> The DEPARTMENT will then complete a site inspection and a financial review of documentation to <br /> support the claimed costs. Certifications on small and large projects are due within sixty days following <br /> the completion of the project or receipt of the approved Project Worksheet, whichever date is later. <br /> If SUBRECIPIENT is claiming federal PA Management Costs: Indirect costs, direct administrative <br /> costs, and other administrative expenses associated with a specific project must be supported by <br /> documentation to substantiate the eligibility of management activities and associated costs that has <br /> been prepared and assembled in accordance with PA Management Costs Interim Policy — Standard <br /> Operating Procedures prior to close-out. <br /> After all of the projects have been certified as complete and approved for closure by FEMA, the <br /> DEPARTMENT will forward a final A19-1A State of Washington Invoice Voucher to the <br /> SUBRECIPIENT for release of the remaining funds due to the subrecipient for eligible costs, including <br /> any retainage previously withheld, and the allowance for federal indirect costs. <br /> 5. DOCUMENTATION/REPORTING REQUIREMENTS <br /> For all Advance Payment, the SUBRECIPIENT shall provide documentation and receipts for all costs <br /> related to the Advance Payment and provide such to the DEPARTMENT quarterly. <br /> The SUBRECIPIENT is required to retain all documentation which adequately identifies the source and <br /> application of Public Assistance funds, including the federal indirect cost reimbursement, for six years <br /> following the closure of this disaster grant. For all funds received, source documentation includes <br /> adequate accounting of actual costs and recoveries incurred. <br /> The SUBRECIPIENT shall also comply with the Federal Funding Accountability and Transparency Act <br /> (FFATA) and related OMB Guidance consistent with Public Law 109-282 as amended by section <br /> 6202(a) of Public Law 110-252 (see 31 U.S.C. 6101 note) and complete the FFATA Form located at <br /> http://mil.wa.gov/emergencv-manaqement-division/grants/requiredgrantforms and return to the <br /> DEPARTMENT; which is incorporated by reference and made a part of this Agreement. <br /> Quarterly Reports: The SUBRECIPIENT is required to submit to the DEPARTMENT a quarterly report <br /> indicating the status of all their large projects. The status shall identify the costs incurred to date, the <br /> percentage of work completed, the anticipated completion date of the project and whether cost under <br /> runs or over runs are expected. In addition, the SUBRECIPIENT should note in the comment field any <br /> challenges or issues associated with the project. Failure to submit a complete quarterly report within 15 <br /> days following the end of the quarter will result in suspension of all payments to the SUBRECIPIENT <br /> until a complete quarterly report is received by the DEPARTMENT. The quarterly report will serve as <br /> the basis for any FEMA Office of Chief Financial Officer(OCFO)funds reduction. <br /> Public Assistance Grant Agreement Page 5 of 21 City of Everett, D20-122 <br />