2016 022 Ordinance - Laserfiche WebLink

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budgetary constraints that could result in a reduction of the amount of Grant Funds provided under this Agreement. Should Grantor's funding levels be reduced, Grantor shall notify Grantee in writing of the extent of any reduction to the Grant Funds and such notice shall result in the Agreement being amended without further action by the parties. Grantee hereby irrevocably authorizes Grantor to reduce the amount of Grant Funds provided under this Agreement upon written notice to Grantee. 3. Subsequent Increase. In cases where there is a reduction of Grant Funds and Grantor provides the written notice in accordance with Section 2 above, then subsequently additional funds become available to Grantor to increase the amount of Grant Funds to be provided to Grantee, Grantor shall notify Grantee in writing of such increase. Any such increase shall require an Amendment signed in accordance with Section 4(c) of this Agreement. 4. Payment and Accounting of Grant Funds (a) Payment of Grant Funds. (i) Payment Requests. Grant Funds shall be disbursed to Grantee on a reimbursement basis. Grantee shall submit to the Grantor for review and approval, requests for payment detailing expenditures which have been incurred by Grantee in accordance with the Exhibit 1. Grantor shall be the sole evaluator of the adequacy of payment requests. All expenses to be paid or reimbursed with Grant Funds shall be supported by contracts, invoices, vouchers, paid receipts and other documentation as appropriate to evidence the costs incurred by Grantee for Eligible Project activities as described'in Exhibit 1 prior to the Project Completion Date as set forth on page one of this Agreement. Grantee shall submit to Grantor such documentation as necessary to substantiate a payment request. In the event of a complete or partial denial of a payment request, Grantor shall notify Grantee and include a statement of specific reasons for such denial, and Grantee shall have an opportunity to re-submit the request for payment with additional information responsive to the reason for denial. Grantor shall use reasonable efforts to issue a notice of denial, in whole or in part, and/or initiate a voucher for payment within 30 days after receipt of a payment request from Grantee. (ii) Final Payment. Grantor shall withhold the fmal disbursement of Grant Funds until the Grantor receives the Closeout Report (defined in Section 11 of this Agreement) and any outstanding deliverables of Grantee and any Collaborative Partner(s) identified in Exhibit 1. Subsequently, upon Grantor approval of Grantee's payment request submitted in accordance with subsection (ii) above, Grantor shall disburse the final payment to Grantee. (b) Accounting of Grant Funds. Grant Funds and any and all interest income therefrom shall be deposited and maintained in a separate account upon the books and records of Grantee (the "Account"). Grantee shall keep all records of the Account in a manner consistent with generally accepted accounting principles. All disbursements from the Account shall be for obligations incurred in the performance of this Agreement and shall be supported by contracts, invoices, vouchers, paid receipts, pay stubs, signed time sheets, and other data, as appropriate, evidencing the necessity of such expenditure. If Grantee fails to comply with this requirement, Grantor may withhold payment of Grant Funds until such compliance is demonstrated. (c) Budget Amendment. A budget amendment is required when Grantee desires to reallocate to or from any line item in the approved Eligible Project budget, identified in Exhibit 1, (i) by more than ten percent (10%) of the approved line item amount or (ii) $10,000, whichever is greater. Reallocation of less than ten percent (10%) or $10,000 to or from a line item requires written notification from the Grantee to Grantor. Additionally, a budget amendment is required when adding and reallocating Grant Local Government Safety Capital Grant Page 2 of 11