Laserfiche WebLink
CITY, the State of California and the United States government and/or their <br />representatives shall have access for purposes of monitoring, auditing and examining of <br />CONTRACTOR'S activities, performance, books, documents, papers, and records of CONTRACTOR <br />subcontractors, bookkeepers and accountants, and employees and participants related to this <br />Agreement. Such agencies or representatives shall also schedule on-site monitoring in their discretion. <br />Monitoring activities may also include, but are not limited to, questioning employees and participants <br />and entering any premises or onto any site in which any of the services or activities funded hereunder <br />are conducted or in which any of the records of CONTRACTOR are kept. Nothing herein shall be <br />construed to require access to any privileged or confidential information as set forth in federal or state <br />law. <br />In the event CONTRACTOR does not make the above-referenced documents available <br />within the City of Santa Ana, California, CONTRACTOR agrees to pay all necessary and reasonable <br />expenses incurred by CITY in conducting any audit at the location where said records and books of <br />account are maintained. <br />All accounting records and evidence pertaining to all costs of CONTRACTOR and all <br />documents related to this Agreement shall be kept available at the location where CONTRACTOR <br />conducted the program, as well as in the County of Orange, for the duration of this Agreement and <br />thereafter for three (3) years after completion of an audit. Records which relate to (a) complaints, <br />claims, administrative proceedings or litigation arising out of the performance of this Agreement, or (b) <br />costs and expenses of this Agreement to which CITY, the State of California or the United States <br />Government take exception, shall be retained beyond the three (3) years until resolution of disposition <br />of such appeals, litigation, claims, or exceptions. <br />J. Without prejudice to any other section of this Agreement, CONTRACTOR <br />shall, where applicable, maintain the confidential nature of information provided to it concerning <br />participants in accordance with the requirements of federal and state law. Notwithstanding the <br />foregoing, CONTRACTOR agrees to submit to CITY, the State of California and/or the United States <br />Government or their representatives, all records requested for administrative purposes, including <br />audits, examinations, monitoring and verification of records submitted by CONTRACTOR, costs <br />incurred and services rendered hereunder. <br />K. CONTRACTOR agrees to complete in triplicate, a monthly Invoice/Voucher on <br />CITY's Invoice/Voucher form, showing in detail the amount of money already expended by <br />CONTRACTOR hereunder, as this is a cash reimbursement contract. Accounting records must be <br />supported by such source documentation such as cancelled checks, paid bills, payrolls, time and <br />attendance records, contract and subgrant award documents [29 CFR-Subpart C, Section 97.20 (b)(6)]. <br />CONTRACTOR agrees to submit the above-stated documents to the WIB Administrative Office, 1000 <br />East Santa Ana Blvd., Suite 200, Santa Ana, California, 92701, by the tenth (10th) day of the month <br />following the month in which CONTRACTOR'S services are performed. Should CONTRACTOR fail <br />to deliver said documents to CITY, CITY shall have the option to cancel this Agreement by giving <br />CONTRACTOR ten (10) days written notice thereof. CONTRACTOR shall either return to the CITY <br />excess revenues over costs or use such excess revenues as program income by utilizing such program <br />income for additional training activities authorized under the Act. <br />L. CONTRACTOR agrees to expend all funds in accordance with all applicable <br />Page 3 of 15