Resolution 2014-20 - Laserfiche WebLink

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5.3 Remittance Address. If mailed, payments shall be sent to the representative identified in §16 of the Grant: Heather Balser City of Louisville 749 Main Street Louisville, CO 80027 6. ADMINISTRATIVE REQUIREMENTS: 6.1. PW Identification. Each PW is a separate project and must be tracked and documented separately as numbered in §7 of this Exhibit B, and Exhibit D. Each reimbursement/immediate cash needs request must include identification of the PW(s) for which payment is requested. 6.2. Required Documentation. Sufficient detail shall be provided with reimbursement/immediate cash needs advance requests to demonstrate that the expenses are allowable and appropriate for each project. The required documentation includes as applicable, but is not be limited to, purchase orders, receiving documents, invoices, vouchers, equipment/services identification, and time and effort reports. If any funds are advanced for immediate cash needs, proof of payment must be provided to the State within 30 days of receipt of the funds, and prior to any further advances on a project. Proof of payment may be made by provision of a copy of a General Ledger report including the expenditure(s) of the advanced funds, or by other means that verify that the advanced funds have been expended. 6.3. Procurement: 6.3.1. Grantee shall ensure its procurement policies meet or exceed local, state, and federal requirements. Grantee should refer to local, state, and federal guidance, including 44 CFR 13.36, prior to making decisions regarding competitive bids, sole source or other procurement issues. Grantee shall retain all procurement history documentation on site for inspection, or submit to the State if additional detail is required to ensure procedures complied with all requirements. In addition, Sole source transaction(s) in excess of $100,000 shall be approved in advance by the Division of Homeland Security and Emergency Management. 6.3.2. Grantees shall ensure that: (a) All procurement transactions, whether negotiated or competitively bid, and without regard to dollar value, are conducted in a manner that provides maximum open and free competition; (b) Grantee shall be alert to organizational conflicts of interest and/or non-competitive practices among contractors that may restrict or eliminate competition or otherwise restrain trade; (c) Contractors who develop or draft specifications, requirements, statements of work, and/or Requests for Proposals (RFPs) for a proposed procurement shall be excluded from bidding or submitting a proposal to compete for the award of such procurement; (d) Any request for exemption of item a-c within this subsection shall be submitted in writing to, and be approved by the authorized Grantee official; and (e) Grantee shall verify that the Contractor is not debarred from participation in state and federal programs. Grantees should review contractor debarment information on http://wNvw.sam.gov. 6.4. Additional Administrative Requirements: 6.4.1. Grantee must request approval in advance for any change to this Grant Agreement or any PW. Any change in a PW scope of work will require FEMA review/approval and issuance of a revised PW. Grantee must not perform any work outside of the approved scope prior to receipt of the revised PW and execution of the Form 1 - Grant Change Letter, or amendment to the Grant. 6.4.2. Insurance. If any of the damage awarded to be repaired under this Grant is insurable property such as, buildings, contents of buildings, equipment, vehicles, etc., and the damage was in excess of $5,000, a condition of the Public Assistance Grant is to obtain and maintain insurance for the type of hazard that caused the damage, and in the minimum amount of the damage repair costs. The insurance coverage must be maintained for the useful life of the repairs. The required insurance coverage must be obtained, or letter of commitment accepted by the State, prior to the release of any Federal funds. Grantee is responsible for obtaining the insurance coverage that best meets your needs. It is recommended you begin shopping for insurance Page 4 of 5 - Exhibit B