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Public Assistance Grant Agreement Page 5 of 21 Kittitas County, D20-189 <br />n.No costs for purchases of equipment/supplies will be reimbursed until the related <br />equipment/supplies have been received by the SUBRECIPIENT, its subrecipient or contractor, or <br />any non-federal entity to which the SUBRECIPIENT makes a subaward, and is invoiced by the <br />vendor. <br />o.SUBRECIPIENTs shall only use federal award funds under this Agreement to supplement existing <br />funds, and will not use them to replace (supplant) non-federal funds that have been budgeted for <br />the same purpose. The SUBRECIPIENT may be required to demonstrate and document that the <br />reduction in non-federal resources occurred for reasons other than the receipt or expected receipt <br />of federal funds. <br />The DEPARTMENT shall provide Advance Payments as provided by FEMA and as required and <br />authorized by law. <br />4.CLOSEOUT <br />To initiate close-out, the SUBRECIPIENT is required to certify in writing, by Project Worksheet Number, <br />date completed and total amount expended on the project, completion of the small projects. To initiate <br />close-out of the large projects, the SUBRECIPIENT shall submit certification of completion on a <br />STATEMENT OF DOCUMENTATION/FINAL INSPECTION REPORT form to the DEPARTMENT. <br />The DEPARTMENT will then complete a site inspection and a financial review of documentation to <br />support the claimed costs. Certifications on small and large projects are due within sixty days following <br />the completion of the project or receipt of the approved Project Worksheet, whichever date is later. <br />If SUBRECIPIENT is claiming federal PA Management Costs: Indirect costs, direct administrative <br />costs, and other administrative expenses associated with a specific project must be supported by <br />documentation to substantiate the eligibility of management activities and associated costs that has <br />been prepared and assembled in accordance with PA Management Costs Interim Policy – Standard <br />Operating Procedures prior to close-out. <br />After all of the projects have been certified as complete and approved for closure by FEMA, the <br />DEPARTMENT will forward a final A19-1A State of Washington Invoice Voucher to the <br />SUBRECIPIENT for release of the remaining funds due to the subrecipient for eligible costs, including <br />any retainage previously withheld, and the allowance for federal indirect costs. <br />5.DOCUMENTATION / REPORTING REQUIREMENTS <br />For all Advance Payment, the SUBRECIPIENT shall provide documentation and receipts for all costs <br />related to the Advance Payment and provide such to the DEPARTMENT quarterly. <br />The SUBRECIPIENT is required to retain all documentation which adequately identifies the source and <br />application of Public Assistance funds, including the federal indirect cost reimbursement, for six years <br />following the closure of this disaster grant. For all funds received, source documentation includes <br />adequate accounting of actual costs and recoveries incurred. <br />The SUBRECIPIENT shall also comply with the Federal Funding Accountability and Transparency Act <br />(FFATA) and related OMB Guidance consistent with Public Law 109-282 as amended by section <br />6202(a) of Public Law 110-252 (see 31 U.S.C. 6101 note) and complete the FFATA Form located at <br />http://mil.wa.gov/emergency-management-division/grants/requiredgrantforms and return to the <br />DEPARTMENT; which is incorporated by reference and made a part of this Agreement. <br />Quarterly Reports: The SUBRECIPIENT is required to submit to the DEPARTMENT a quarterly report <br />indicating the status of all their large projects. The status shall identify the costs incurred to date, the <br />percentage of work completed, the anticipated completion date of the project and whether cost under <br />runs or over runs are expected. In addition, the SUBRECIPIENT should note in the comment field any <br />challenges or issues associated with the project. Failure to submit a complete quarterly report within 15 <br />days following the end of the quarter will result in suspension of all payments to the SUBRECIPIENT <br />until a complete quarterly report is received by the DEPARTMENT. The quarterly report will serve as <br />the basis for any FEMA Office of Chief Financial Officer (OCFO) funds reduction.