Common use of Database Reporting Clause in Contracts

Database Reporting. Grantee shall provide the Department with quarterly reports of Project activity, entering the required Project information directly into a database required by the Department. Additionally, Grantee shall certify on each Request for Payment form, attached hereto as Exhibit B and incorporated herein, that all information provided in the database is true and accurate, updates to the database have been maintained, and all Project activity complies with applicable law and the terms of this Agreement. Grantee hereby acknowledges that failure to perform and/or certify updates to the database will jeopardize the reimbursement of funds. The Department shall give Grantee a minimum of fourteen (14) days’ advance written notice of any changes to the information the Grantee is required to report. At the Department’s discretion, all reports required hereunder may be directed to and facilitated through an electronic database. Quarterly reports shall be due on the last day of the month, that is, 30 days prior to the end of the quarter following the execution of this Agreement by the Department and ending during the quarter of the submission of the final request for reimbursement for the Project, or the following quarter. Quarterly reports shall be in the form required by Exhibit C, attached hereto and incorporated herein by reference. Requests for Additional Information/Project Inspection During the term of this Agreement and the Record Retention Period, the Department may: Request additional information regarding the Project as it deems necessary and Conduct on-site inspections of the Project at reasonable times and upon reasonable notice. Grantee shall respond to such requests for additional information within the time established by the Department. Grantee shall request payment by submitting the form attached hereto as Exhibit B. Payment requests are subject to the following procedures: Each Request for Payment must be in accordance with the Project Budget and contain proof of payment by the Grantee or liabilities incurred by the Grantee. Proof of payment must demonstrate the validity of an expenditure or liabilities incurred by Grantee. However, Grantee may be reimbursed for unpaid liabilities only if the Department, in its sole and absolute discretion, agrees to do so and in accordance with any special conditions imposed by the Department. Obligated but unpaid invoices received by Grantee from third-party contractors or vendors may be reimbursed if the invoices comply with the provisions of this Agreement. The Grantee shall make payment to those contractors or vendors within five (5) business days from the date of receiving reimbursement from the Department or in a shorter period than the Department may prescribe in writing. The Department reserves the right to make such payments directly to the contractors or vendors as a special condition under this Agreement. The Grantee is required to certify to the Department proof of payment to the third-party contractor or vendor within five (5) business days from the date the Department reimburses the Grantee. Until the Project is fully planned, designed, and all necessary procurements identified in the Project Budget are completed, ▇▇▇▇▇▇▇’s reimbursements will be limited to the planning, design, and procurement costs outlined in the Project Budget. Once the planning, designing, and procuring stages are complete, the Grantee must obligate at least ten percent (10%) of the Adjusted Appropriation Amount within one (1) year and must have utilized at least eighty-five percent (85%) of the Adjusted Appropriation Amount six (6) months before the reversion date.

Database Reporting. Grantee shall provide the Department with quarterly reports of Project activity, entering the required Project information directly into a database required maintained by the Department. Additionally, Grantee shall certify on each Draw Request for Payment form, attached hereto as Exhibit B Attachment 4 and incorporated herein, that all information provided in the database is true and accurate, updates to the database have been maintained, and all Project activity complies with applicable law and the terms of this Agreement. Grantee hereby acknowledges that failure to perform and/or certify updates to the database will jeopardize the reimbursement of funds. The Department shall give Grantee a minimum of fourteen (14) days’ advance written notice of any changes to the information the Grantee is required to report. At the Department’s discretion, all reports required hereunder may be directed to and facilitated through an electronic database. Quarterly reports shall be due on the last day of the month, that is, 30 days prior to the end of the quarter following the execution of this Agreement by the Department and ending during the quarter of the submission of the final request for reimbursement for the Project, or the following quarter. Quarterly reports shall be in the form required by Exhibit CAttachment 5, attached hereto hereto, and incorporated herein by reference. Requests for Additional Information/Project Inspection During the term of this Agreement and the Record Retention Period, the Department may: Request additional information regarding the Project as it deems necessary and Conduct on-site inspections of the Project at reasonable times and upon reasonable notice. Grantee shall respond to such requests for additional information within the time established by the Department. Grantee shall request payment by submitting the form attached hereto as Exhibit B. Payment requests are subject to the following procedures: Each Request for Payment must be in accordance with the Project Budget and contain proof of payment by the Grantee or liabilities incurred by the Grantee. Proof of payment must demonstrate the validity of an expenditure or liabilities incurred by Grantee. However, Grantee may be reimbursed for unpaid liabilities only if the Department, in its sole and absolute discretion, agrees to do so and in accordance with any special conditions imposed by the Department. Obligated but unpaid invoices received by Grantee from third-party contractors or vendors may be reimbursed if the invoices comply with the provisions of this Agreement. The Grantee shall make payment to those contractors or vendors within five (5) business days from the date of receiving reimbursement from the Department or in a shorter period than the Department may prescribe in writing. The Department reserves the right to make such payments directly to the contractors or vendors as a special condition under this Agreement. The Grantee is required to certify to the Department proof of payment to the third-party contractor or vendor within five (5) business days from the date the Department reimburses the Grantee. Until the Project is fully planned, designed, and all necessary procurements identified in the Project Budget are completed, ▇▇▇▇▇▇▇’s reimbursements will be limited to the planning, design, and procurement costs outlined in the Project Budget. Once the planning, designing, and procuring stages are complete, the Grantee must obligate at least ten percent (10%) of the Adjusted Appropriation Amount within one (1) year and must have utilized at least eighty-five percent (85%) of the Adjusted Appropriation Amount six (6) months before the reversion date.