3/7/2016 11:59:06 AM
10/1/2015 3:31:12 AM
Official Document Type
Agenda Item Number
Florida Division of Emergency Management
Federally Funded Subgrant Agreement
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(5) RECORDKEEPING <br /> (a) As applicable , Recipient's performance under this Agreement shall be <br /> subject to the federal Common Rule : Uniform Administrative Requirements for State and Local <br /> Governments" (53 Federal Register 8034) or OMB Circular No . A- 110 , "Grants and Agreements <br /> with Institutions of Higher Education , Hospitals , and Other Nonprofit Organizations , " and either <br /> OMB Circular No . A-87 , "Cost Principles for State and Local Governments , " OMB Circular No . A- <br /> 21 , "Cost Principles for Educational Institutions , " or OMB Circular No . A- 122 , "Cost Principles for <br /> Nonprofit Organizations . " If this Agreement is made with a commercial (for- profit) organization on <br /> a cost- reimbursement basis , the Recipient shall be subject to Federal Acquisition Regulations <br /> 31 . 2 and 931 . 2 . <br /> (b) The Recipient shall retain sufficient records to show its compliance with the <br /> terms of this Agreement , and the compliance of all subcontractors or consultants paid from funds <br /> under this Agreement , for a period of five years from the date the audit report is issued , and shall <br /> allow the Division or its designee , the State Chief Financial Officer or the State Auditor General <br /> access to the records upon request . The Recipient shall ensure that audit working papers are <br /> available to them upon request for a period of five years from the date the audit report is issued , <br /> unless extended in writing by the Division . The five year period may be extended for the following <br /> exceptions : <br /> 1 . If any litigation , claim or audit is started before the five year period <br /> expires , and extends beyond the five year period , the records shall be retained until all litigation , <br /> claims or audit findings involving the records have been resolved . <br /> 2 . Records for the disposition of non- expendable personal property <br /> valued at $5 , 000 or more at the time it is acquired shall be retained for five years after final <br /> d 'ispGSitiGr i . <br /> 3 . Records relating to real property acquired shall be retained for five <br /> years after the closing on the transfer of title . <br /> (c) The Recipient shall maintain all records for the Recipient and for all <br /> subcontractors or consultants to be paid from funds provided under this Agreement , including <br /> documentation of all program costs , in a form sufficient to determine compliance with the <br /> requirements and objectives of the Budget and Scope of Work - Attachment A - and all other <br /> applicable laws and regulations . <br /> (d) The Recipient , its employees or agents , including all subcontractors or <br /> consultants to be paid from funds provided under this Agreement , shall allow access to its <br /> records at reasonable times to the Division , its employees , and agents . "Reasonable " shall <br /> ordinarily mean during normal business hours of 8 : 00 a . m . to 5 : 00 p . m . , local time , on Monday <br /> through Friday . "Agents" shall include , but not be limited to , auditors retained by the Division . <br />
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