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ATTACHMENT J <br /> Program, Category Specific, and Special Conditions <br /> 1 . The Recipient shall maintain records of expenditure of funds from all sources that will allow accurate and ready <br /> comparison between the expenditures and the contracted budget/activity line items as defined on Attachment A <br /> ( Program Budget) and Attachment I ( Activity Work Plan ) . <br /> 2 . No costs may be incurred prior to the effective date of this Agreement, except for those eligible <br /> application <br /> preparation costs outlined in the original Subgrant Application submitted to the Department, unless <br /> pre- <br /> agreement costs were approved in writing by the Department. <br /> 3 . For each procured and executed professional services contract for which CDBG funding will be requested , the <br /> Recipient shall submit a copy of the following procurement documents : <br /> a . When publication of the RFP is used as a means of solicitation , a copy of the advertisement, including <br /> an <br /> affidavit of publication ; <br /> b . List of entities to whom a notification of the request for proposals was provided by <br /> mail or fax ( if <br /> applicable) ; <br /> C , For engineering contracts , a list of firms that submitted a proposal (only if short- listing procedure <br /> was <br /> used ) ; <br /> d . Completed short- listing evaluation/ranking forms , including any ranking summary document, and <br /> document transmitting the short- listed firms to the commission (only if short- listing procedure used ) ; <br /> e . Completed and signed final evaluation/ranking forms ; <br /> fe Commission minutes approving contract award ; <br /> g. Cost breakout from selected firm used for completion of the cost analysis ( if pricing information was not <br /> submitted with proposals ) ; <br /> h . Contract (signed or proposed) ; <br /> i . Truth - in -Negotiation certification ( if not in the contract) for engineering contracts over $ 150, 000 ; <br /> j . If a protest was filed , a copy of the protest and documentation of resolution ; <br /> k . A request for the Department ' s approval of a single source procurement if only one firm was considered <br /> and the contract exceeds $25 , 000 . Additionally , the Recipient shall not enter into a contract to be paid with <br /> CDBG funds based on a sole source or single proposal procurement without prior written approval from the <br /> Department. Failure to secure prior written approval shall relieve the Department of any obligation to fund <br /> the said procurement contract. Any previous payments to the Recipient to fund said contract shall be <br /> ineligible and shall be repaid to the Department by the Recipient. <br /> I . If a regional planning council or local government is performing administration services , the Recipient <br /> shall submit only a copy of the contract and cost analysis information ; and <br /> In . If professional services procurement will not be undertaken , advise the Department in writing no later than <br /> 90 days from the effective date of this agreement . <br /> 4 . Prior to the obligation or disbursement of any funds, except for administrative expenses for all subgrants other <br /> than Economic Development subgrants , not to exceed five thousand dollars ( $ 5 , 000) , and for <br /> Economic <br /> Development Grants , not to exceed eight thousand dollars ( $ 8 , 000 ) , but in any case , no later than ninety <br /> ( 90 ) <br /> days from the effective date of this Agreement , the Recipient shall complete the following : <br /> Rev . 3 /23 /2011 18 <br />