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