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A TRUE COPY CERTIFICATION ON LAST PAGE J.R. SMITH, CLERK Attachment G PUBLIC ASSISTANCE PROGRAM GUIDANCE 1. RECIPIENT'S WEB -BASED PROJECT MANAGEMENT SYSTEM Subrecipients must use the Recipient's web -based project management system, to access and exchange project information with the State throughout the project's life. This includes processing advances, reimbursement requests, quarterly reports, final inspection schedules, change requests, time extensions, and other services as identified in the Agreement. Training on this system will be supplied by the Recipient upon request by the Subrecipient. The Subrecipient is required to have working knowledge of the FDEM Grants Management System. 2. PROJECT DOCUMENTATION The Subrecipient must maintain all source documentation supporting the project costs. To facilitate closeout and audits, the Subrecipient should file all documentation pertaining to each project with the corresponding PW as the permanent record of the project. In order to validate Large Project Requests for Reimbursement (RFRs), all supporting documents should be uploaded to the FDEM Grants Management System website. Contact the grant manager with questions about how and where to upload documents, and for assistance linking common documents that apply to more than one (1) PW. The Subrecipient must retain sufficient records to show its compliance with the terms of this Agreement, including documentation of all program costs, in a form sufficient to determine compliance with the requirements and objectives under this Agreement and all other applicable laws and regulations, for a period of five (5) years from the date of the Subrecipient account closeout by FEMA. The five (5) year period is extended if any litigation, claim or audit is started before the five (5) year period expires, and extends beyond the five (5) year period. The records must then be retained until all litigation, claims, or audit findings involving the records have been resolved. Records for the disposition of non -expendable personal property valued at $5,000.00 or more at the time it is acquired must be retained for five (5) years after final account closeout. Records relating to the acquisition of real property must be retained for five (5) years after final account closeout. 3. PROJECT AMENDMENTS Project Amendments may be requested by the Subrecipient, in FDEM Grants Management System, on both small and large projects, to: 1) New Time Extension; a) Requests for Time Extensions within the Subrecipient's authority b) Requests for Time Extensions not within the Subrecipient's authority 2) New Project Amendment; a) Requests for Alternate Projects b) Requests for Improved Projects c) Requests for Mitigation Opportunities d) Requests for Revised Scope of Work e) Significant Cost Variance (>20%) f) Use of Eligible Excess Funds 3) New Project Appeal a) Subrecipient Appeal i) Request First Appeal; and/or ii) Request Second Appeal; and/or 38