Common use of Record Keeping and Final Report Clause in Contracts

Record Keeping and Final Report. The contractor shall maintain records and prepare a “Final Expenditure Report” (see Attachment D) showing the name and address of each first-tier subcontractor. The “Final Expenditure Report” shall also show: a) The name and business address, regardless of tier, of every DBE subcontractor, DBE vendor of materials, and DBE trucking company; and b) The date of final payment and the total dollar figure paid to each of the firms. The DBE prime contractor shall also show the date of work performed by its own forces, along with the corresponding dollar value of the work claimed toward DBE goals. When a contract has been completed, the contractor will provide the “Final Expenditure Report” and a summary of the records stated above. The RE/Contract Manager will compare the completed “Bidders/Proposers Information Request Form” to the contractor’s completed “Final Expenditure Report.” The DBEs shown on the completed records should be the same as those originally listed unless an authorized substitution was made or the contractor used additional DBEs. The dollar amount should reflect any changes made in planned work done by the DBEs. The contractor will be required to explain in writing why the names of the subcontractors, the work items, or the dollar figures are different from what was originally shown on the completed “Bidders/Proposers Information Request Form” when: a) There have been no changes made by the RE/Contract Manager; or b) The contractor has not provided a sufficient explanation in the comments section of the completed “Final Expenditure Report.” The explanation will be attached to the completed “Final Expenditure Report” for submittal. The RE/Contract Manager will file this in the project records. The DBELO will keep track of the DBE certification status on the Internet at xxx.xxx.xx.xxx/xx/xxx and keep the RE/Contract Manager informed of changes that affect the contract. The RE/Contract Manager will require the contractor to act in accordance with existing contractual commitments regardless of decertification. The TJPA will bring to the attention of the DOT through the CRO any false, fraudulent, or dishonest conduct in connection with the Program, so that the DOT can take the steps provided in §26.109 (e.g., referral to the Department of Justice for criminal prosecution, referral to the DOT Inspector General, action under suspension and debarment or Program Fraud and Civil Penalties rules). The TJPA also will consider similar action under its own legal authority, including responsibility determinations in future contracts. XIV. Annual Anticipated DBE Participation Level (AADPL) (§26.45) 1. Amount of AADPL See Attachment E.

Record Keeping and Final Report. The contractor shall maintain records and prepare a “Final Expenditure Report” (see Attachment DE) showing the name and address of each first-tier subcontractor. The “Final Expenditure Report” shall also show: a) The name and business address, regardless of tier, of every DBE SBE subcontractor, DBE SBE vendor of materials, and DBE SBE trucking company; and b) The date of final payment and the total dollar figure paid to each of the firms. The DBE SBE prime contractor shall also show the date of work performed by its own forces, along with the corresponding dollar value of the work claimed toward DBE SBE goals. When a contract has been completed, the contractor will provide the “Final Expenditure Report” and a summary of the records stated above. The RE/Contract Manager will compare the completed “Bidders/Proposers Information Request Form” to the contractor’s completed “Final Expenditure Report.” The DBEs SBEs shown on the completed records should be the same as those originally listed unless an authorized substitution was made or the contractor used additional DBEsSBEs. The dollar amount should reflect any changes made in planned work done by the DBEsSBEs. The contractor will be required to explain in writing why the names of the subcontractors, the work items, or the dollar figures are different from what was originally shown on the completed “Bidders/Proposers Information Request Form” when: a) There have been no changes made by the RE/Contract Manager; or b) The contractor has not provided a sufficient explanation in the comments section of the completed “Final Expenditure Report.” ”. The explanation will be attached to the completed “Final Expenditure Report” for submittal. The RE/Contract Manager will file this in the project records. The DBELO SBELO will keep track of the DBE SBE certification status on the Internet at xxx.xxx.xx.xxx/xx/xxx and keep the RE/Contract Manager informed of changes that affect the contract. The RE/Contract Manager will require the contractor to act in accordance with existing contractual commitments regardless of decertification. The TJPA will bring to the attention of the DOT through the CRO relevant certification agency any false, fraudulent, or dishonest conduct in connection with the Program, so that the DOT can take the steps provided in §26.109 (e.g., referral to the Department of Justice for criminal prosecution, referral to the DOT Inspector General, action under suspension and debarment or Program Fraud and Civil Penalties rules). The TJPA also will consider similar action under its own legal authority, including responsibility determinations in future contracts. XIV. Annual Anticipated DBE Participation Level (AADPL) (§26.45) 1. Amount of AADPL See Attachment E.