Agreement - Dept of Innovation - 2019 Agreement for Staff Support

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This activity shall commence on January 1, 2018, and shall continue to and include December 31, 2019. All funds unobligated by 12/31/19 and all funds unspent by 1/31/20 will be subject to reprogramming at the option of the City. PROGRAM BUDGET The total CDBG budget for the Department of Innovation Digital Divide Project (18-JC-41) shall not exceed $300,000.00. It is understood that the reimbursable costs for this activity include: Research to determine optimum locations (not to exceed $30,000) Eligible implementation costs COST CATEGORIES Generally, costs must be necessary, reasonable and directly related to the grant. Please see "Program Budget" above. CLAIM REIMBURSEMENT The City of South Bend contracts with CDBG sub -recipients on a cost reimbursement basis. Under such an agreement, the City agrees to reimburse the subrecipient or developer for work performed and/or costs incurred, up to and including the total amount specified in the CDBG contract. For CDBG reimbursement requests to be considered, the following supporting documentation must be included with claims submitted to DCI: Copy of vendor invoice. Each invoice should note: o Date that expense was incurred o Amount of expense o Vendor name and address o Purpose of expense, i.e. "furnace installation at 123 Main Street" o Subrecipient or developer approval for payment Front and back of sub -recipient's cancelled check; OR front of the subrecipient's check along with an account register that documents invoice was paid; OR other mutually agreed upon documentation proving that payment was made prior to requesting reimbursement; If requesting payroll reimbursement, copies of time sheets that indicate number of hours worked on CDBG-eligible activities. Timesheets should include employee and supervisor signatures. Department of Community Investment staff will review each request for reimbursement against supporting documentation and the contract Scope of Services. No payment shall be made except for services within the scope of each contract, therefore it is extremely important that subrecipients verify the CDBG eligibility of an expense prior to expending funds. Claims for reimbursement that are submitted with insufficient documentation and/or that are incorrect will not be paid until the deficiencies and/or errors have been corrected. It is important that sub -recipients submit claims for reimbursement regularly; preferably on a monthly basis, but no less than quarterly. The City will make payment to the subrecipient as soon as practicable, but not more than thirty (30) days after an invoice is received, assuming all supporting documentation is attached and correct. PLEASE NOTE: In certain circumstances, sub -recipients or developers may be provided with advance payments for expenses incurred but not yet paid. In such instances, the subrecipient or developer must provide acceptable documentation (as previously noted) to DCI staff that proves payment was made to the Appendix I - Scope of Services Page 2