Common use of Required Documentation for Reimbursement Clause in Contracts

Required Documentation for Reimbursement. The SHSGP is a reimbursement grant under which Cal OES disburses reimbursement funds to County, and County disburses reimbursement funds to Milpitas. No cash advances are permitted under the SHSGP program. (a) Requests for Equipment The following documentation is required for all reimbursement requests for equipment: • Quote or solicitation documents • Summary of pricing and chosen vendor • Documentation that vendor is not on the excluded parties list (xxxxx://xxx.xxxx.xxx/) (a print-out of the search result page will suffice) • Purchase order and/or contract • Receiving documentation/packing slip • Invoice • Proof of payment All equipment must be approved by the County Approval Authority and must be authorized per the web-based Authorized Equipment List on the Responder Knowledge Base, which is sponsored by Grants & Training and the National Memorial Institute for the Prevention of Terrorism at xxxxx://xxx.xxx.xx/. (Contact the Grant Manager for a current Authorized Equipment List.) (b) Subcontracts If Milpitas awards subcontracts totaling $25,000 or more, it must report on any such subcontracts and on Highly Compensated Individuals on the Financial Disclosure Form, Exhibit D, within 30 days of the award. The following information must be included in Milpitas’s report on any sub- award exceeding $25,000: • Name of entity receiving award; • Amount of award; • Funding agency; • Catalog of Federal Domestic Assistance program number; • Award title (descriptive of the purpose of the funding action); • Location of the receiving entity and primary location of performance including city, state, and federal Congressional district; • Dun & Bradstreet (D&B) DUNS Number of the receiving entity, and of its parent if applicable; and • Total compensation and names of receiving entity’s five most highly compensated executives if: o In the preceding fiscal year, the subcontractor received 80 percent or more, and $25,000,000 or more, of its gross annual revenue from federal procurement contracts or subcontracts or from federal financial assistance subject to the Transparency Act, as defined at 2 C.F.R. § 170.230; and o The public does not have access to information about the compensation of the executives through periodic reports filed under section 13(a) or 15(d) of the Securities Exchange Act of 1934, 15 U.S.C. § 78m(a), 78o(d), or under section 6104 of the Internal Revenue Code of 1986. o Milpitas must report subcontractor executive compensation by the end of the month following the month in which it makes the sub-award. For example, if the sub-award is obligated in any date in April 2020, Milpitas must report any required compensation information by May 31, 2020. Classified information that, in the interest of national security, requires protection against unauthorized disclosure (i.e., information deemed Top Secret, Secret, or Confidential under Executive Order 12958) is exempt from the Prime and Sub-Recipient reporting requirements, as are contracts with individuals. (c) Sole Source Contracts Sole source contracts of $250,000 or more are not allowable under the SHSGP program unless first approved by Cal OES. Milpitas must obtain sole source request documentation and submit it to the Grants Manager of County’s OEM. Upon Milpitas’s completion and submission of the required sole source documentation, County’s Grants Manager shall forward all sole source documents to the appropriate Cal OES contact for review and approval. Only after Cal OES approval is given can a sole source procurement be completed and expenditures reimbursed using SHSGP allocated funds. Sole source requests below the $250,000 threshold must follow Milpitas’s own procurement policies. (d) Other Requests The following documentation is required for all reimbursement requests for contractors: • Quote or solicitation documents • Executive summary of how contractor was chosen • Documentation that vendor is not on the excluded parties list (xxxxx://xxx.xxx.gov/) (a print-out of the search result page will suffice) • Purchase order and/or contract • Invoice showing deliverables and milestones completed • Proof of payment • Financial Disclosure Form (Exhibit D) if awarded contract exceeds $25,000 The following documentation is required for reimbursement of Salaries: • Functional timesheet • Description of scope of job which includes Homeland Security-related functions • Burdened Labor Rate • Payroll reports showing amount paid for each pay period being claimed The following documentation is required for reimbursement for Training activities: • Class syllabus • Class sign-in sheet • Instructor/consultant contract documents • Instructor’s invoice • Proof of payment

Required Documentation for Reimbursement. The SHSGP is a reimbursement grant under which Cal OES disburses reimbursement funds to County, and County disburses reimbursement funds to Milpitas. No cash advances are permitted under the SHSGP program. (a) Requests for Equipment The following documentation is required for all reimbursement requests for equipment: • Quote or solicitation documents DocuSign Envelope ID: ACFE256C-9A58-46B2-8F9F-1B3EDF4F7850 • Summary of pricing and chosen vendor • Documentation that vendor is not on the excluded parties list (xxxxx://xxx.xxxx.xxx/) (a print-out of the search result page will suffice) • Purchase order and/or contract • Receiving documentation/packing slip • Invoice • Proof of payment All equipment must be approved by the County Approval Authority and must be authorized per the web-based Authorized Equipment List on the Responder Knowledge Base, which is sponsored by Grants & Training and the National Memorial Institute for the Prevention of Terrorism at xxxxx://xxx.xxx.xx/. (Contact the Grant Manager for a current Authorized Equipment List.) (b) Subcontracts If Milpitas awards subcontracts totaling $25,000 or more, it must report on any such subcontracts and on Highly Compensated Individuals on the Financial Disclosure Form, Exhibit D, within 30 days of the award. The following information must be included in Milpitas’s report on any sub- award exceeding $25,000: • Name of entity receiving award; • Amount of award; • Funding agency; • Catalog of Federal Domestic Assistance program number; • Award title (descriptive of the purpose of the funding action); • Location of the receiving entity and primary location of performance including city, state, and federal Congressional district; • Dun & Bradstreet (D&B) DUNS Number of the receiving entity, and of its parent if applicable; and • Total compensation and names of receiving entity’s five most highly compensated executives if: o In the preceding fiscal year, the subcontractor received 80 percent or more, and $25,000,000 or more, of its gross annual revenue from federal procurement contracts or subcontracts or from federal financial assistance subject to the Transparency Act, as defined at 2 C.F.R. § 170.230; and o The public does not have access to information about the compensation of the executives through periodic reports filed under section 13(a) or 15(d) of the Securities Exchange Act of 1934, 15 U.S.C. § 78m(a), 78o(d), or under section 6104 of the Internal Revenue Code of 1986. o Milpitas must report subcontractor executive compensation by the end of the month following the month in which it makes the sub-award. For example, if the sub-award is obligated in any date in April 2020, Milpitas must report any required compensation information by May 31, 2020. Classified information that, in the interest of national security, requires protection against DocuSign Envelope ID: ACFE256C-9A58-46B2-8F9F-1B3EDF4F7850 unauthorized disclosure (i.e., information deemed Top Secret, Secret, or Confidential under Executive Order 12958) is exempt from the Prime and Sub-Recipient reporting requirements, as are contracts with individuals. (c) Sole Source Contracts Sole source contracts of $250,000 or more are not allowable under the SHSGP program unless first approved by Cal OES. Milpitas must obtain sole source request documentation and submit it to the Grants Manager of County’s OEM. Upon Milpitas’s completion and submission of the required sole source documentation, County’s Grants Manager shall forward all sole source documents to the appropriate Cal OES contact for review and approval. Only after Cal OES approval is given can a sole source procurement be completed and expenditures reimbursed using SHSGP allocated funds. Sole source requests below the $250,000 threshold must follow Milpitas’s own procurement policies. (d) Other Requests The following documentation is required for all reimbursement requests for contractors: • Quote or solicitation documents • Executive summary of how contractor was chosen • Documentation that vendor is not on the excluded parties list (xxxxx://xxx.xxx.gov/) (a print-out of the search result page will suffice) • Purchase order and/or contract • Invoice showing deliverables and milestones completed • Proof of payment • Financial Disclosure Form (Exhibit D) if awarded contract exceeds $25,000 The following documentation is required for reimbursement of Salaries: • Functional timesheet • Description of scope of job which includes Homeland Security-related functions • Burdened Labor Rate • Payroll reports showing amount paid for each pay period being claimed The following documentation is required for reimbursement for Training activities: • Class syllabus • Class sign-in sheet • Instructor/consultant contract documents • Instructor’s invoice • Proof of payment

Required Documentation for Reimbursement. The SHSGP is a reimbursement grant under which Cal OES disburses reimbursement funds to County, and County disburses reimbursement funds to Milpitas. No cash advances are permitted under the SHSGP program. (a) Requests for Equipment The following documentation is required for all reimbursement requests for equipment: • Quote or solicitation documents DocuSign Envelope ID: ACFE256C-9A58-46B2-8F9F-1B3EDF4F7850 • Summary of pricing and chosen vendor • Documentation that vendor is not on the excluded parties list (( xxxxx://xxx.xxxx.xxx/) (a print-out of the search result page will suffice) • Purchase order and/or contract • Receiving documentation/packing slip • Invoice • Proof of payment All equipment must be approved by the County Approval Authority and must be authorized per the web-based Authorized Equipment List on the Responder Knowledge Base, which is sponsored by Grants & Training and the National Memorial Institute for the Prevention of Terrorism at xxxxx://xxx.xxx.xx/. (Contact the Grant Manager for a current Authorized Equipment List.) (b) Subcontracts If Milpitas awards subcontracts totaling $25,000 or more, it must report on any such subcontracts and on Highly Compensated Individuals on the Financial Disclosure Form, Exhibit D, within 30 days of the award. The following information must be included in Milpitas’s report on any sub- award exceeding $25,000: • Name of entity receiving award; • Amount of award; • Funding agency; • Catalog of Federal Domestic Assistance program number; • Award title (descriptive of the purpose of the funding action); • Location of the receiving entity and primary location of performance including city, state, and federal Congressional district; • Dun & Bradstreet (D&B) DUNS Number of the receiving entity, and of its parent if applicable; and • Total compensation and names of receiving entity’s five most highly compensated executives if: o In the preceding fiscal year, the subcontractor received 80 percent or more, and $25,000,000 or more, of its gross annual revenue from federal procurement contracts or subcontracts or from federal financial assistance subject to the Transparency Act, as defined at 2 C.F.R. § 170.230; and o The public does not have access to information about the compensation of the executives through periodic reports filed under section 13(a) or 15(d) of the Securities Exchange Act of 1934, 15 U.S.C. § 78m(a), 78o(d), or under section 6104 of the Internal Revenue Code of 1986. o Milpitas must report subcontractor executive compensation by the end of the month following the month in which it makes the sub-award. For example, if the sub-award is obligated in any date in April 2020, Milpitas must report any required compensation information by May 31, 2020. Classified information that, in the interest of national security, requires protection against DocuSign Envelope ID: ACFE256C-9A58-46B2-8F9F-1B3EDF4F7850 unauthorized disclosure (i.e., information deemed Top Secret, Secret, or Confidential under Executive Order 12958) is exempt from the Prime and Sub-Recipient reporting requirements, as are contracts with individuals. (c) Sole Source Contracts Sole source contracts of $250,000 or more are not allowable under the SHSGP program unless first approved by Cal OES. Milpitas must obtain sole source request documentation and submit it to the Grants Manager of County’s OEM. Upon Milpitas’s completion and submission of the required sole source documentation, County’s Grants Manager shall forward all sole source documents to the appropriate Cal OES contact for review and approval. Only after Cal OES approval is given can a sole source procurement be completed and expenditures reimbursed using SHSGP allocated funds. Sole source requests below the $250,000 threshold must follow Milpitas’s own procurement policies. (d) Other Requests The following documentation is required for all reimbursement requests for contractors: • Quote or solicitation documents • Executive summary of how contractor was chosen • Documentation that vendor is not on the excluded parties list (( xxxxx://xxx.xxx.gov/) (a print-out of the search result page will suffice) • Purchase order and/or contract • Invoice showing deliverables and milestones completed • Proof of payment • Financial Disclosure Form (Exhibit D) if awarded contract exceeds $25,000 The following documentation is required for reimbursement of Salaries: • Functional timesheet • Description of scope of job which includes Homeland Security-related functions • Burdened Labor Rate • Payroll reports showing amount paid for each pay period being claimed The following documentation is required for reimbursement for Training activities: • Class syllabus • Class sign-in sheet • Instructor/consultant contract documents • Instructor’s invoice • Proof of payment

Required Documentation for Reimbursement. The SHSGP is a reimbursement grant under which Cal OES disburses reimbursement funds to County, and County disburses reimbursement funds to MilpitasCity. No cash advances are permitted under the SHSGP program. (a) Requests for Equipment The following documentation is required for all reimbursement requests for equipment: • Quote or solicitation documents • Summary of pricing and chosen vendor • Documentation that vendor is not on the excluded parties list (xxxxx://xxx.xxxx.xxx/) (a print-out of the search result page will suffice) • Purchase order and/or contract • Receiving documentation/packing slip • Invoice • Proof of payment All equipment must be approved by the County Approval Authority and must be authorized per the web-based Authorized Equipment List on the Responder Knowledge Base, which is sponsored by Grants & Training and the National Memorial Institute for the Prevention of Terrorism at xxxxx://xxx.xxx.xx/. (Contact the Grant Manager for a current Authorized Equipment List.) (b) Subcontracts If Milpitas City awards subcontracts totaling $25,000 or more, it must report on any such subcontracts and on Highly Compensated Individuals on the Financial Disclosure Form, Exhibit D, within 30 days of the award. The following information must be included in Milpitas’s City’ report on any sub- sub-award exceeding $25,000: • Name of entity receiving award; • Amount of award; • Funding agency; • Catalog of Federal Domestic Assistance program number; • Award title (descriptive of the purpose of the funding action); • Location of the receiving entity and primary location of performance including city, state, and federal Congressional district; • Dun & Bradstreet (D&B) DUNS Number of the receiving entity, and of its parent if applicable; and • Total compensation and names of receiving entity’s five most highly compensated executives if: o In the preceding fiscal year, the subcontractor received 80 percent or more, and $25,000,000 or more, of its gross annual revenue from federal procurement contracts or subcontracts or from federal financial assistance subject to the Transparency Act, as defined at 2 C.F.R. § 170.230; and o The public does not have access to information about the compensation of the executives through periodic reports filed under section 13(a) or 15(d) of the Securities Exchange Act of 1934, 15 U.S.C. § 78m(a), 78o(d), or under section 6104 of the Internal Revenue Code of 1986. o Milpitas City must report subcontractor executive compensation by the end of the month following the month in which it makes the sub-award. For example, if the sub-sub- award is obligated in any date in April 2020, Milpitas City must report any required compensation information by May 31, 2020. Classified information that, in the interest of national security, requires protection against unauthorized disclosure (i.e., information deemed Top Secret, Secret, or Confidential under Executive Order 12958) is exempt from the Prime and Sub-Recipient reporting requirements, as are contracts with individuals. (c) Sole Source Contracts Sole source contracts of $250,000 or more are not allowable under the SHSGP program unless first approved by Cal OES. Milpitas City must obtain sole source request documentation and submit it to the Grants Manager of County’s OEM. Upon Milpitas’s City’ completion and submission of the required sole source documentation, County’s Grants Manager shall forward all sole source documents to the appropriate Cal OES contact for review and approval. Only after Cal OES approval is given can a sole source procurement be completed and expenditures reimbursed using SHSGP allocated funds. Sole source requests below the $250,000 threshold must follow Milpitas’s City’ own procurement policies. (d) Other Requests The following documentation is required for all reimbursement requests for contractors: • Quote or solicitation documents • Executive summary of how contractor was chosen • Documentation that vendor is not on the excluded parties list (xxxxx://xxx.xxx.gov/) (a print-out of the search result page will suffice) • Purchase order and/or contract • Invoice showing deliverables and milestones completed • Proof of payment • Financial Disclosure Form (Exhibit D) if awarded contract exceeds $25,000 The following documentation is required for reimbursement of Salaries: • Functional timesheet • Description of scope of job which includes Homeland Security-related functions • Burdened Labor Rate • Payroll reports showing amount paid for each pay period being claimed The following documentation is required for reimbursement for Training activities: • Class syllabus • Class sign-in sheet • Instructor/consultant contract documents • Instructor’s invoice • Proof of payment