R2025-274 Resolution Authorizing an Agreement with the Illinois Department of Commerce and Economic Opportunity for a Site Readiness Planning Grant for the Northeast Water Main Extension

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Agreement No. 25-912014 ARTICLE IX MAINTENANCE AND ACCESSIBILITY OF RECORDS; MONITORING 9.1. Records Retention.Grantee must maintain for three(3)years from the date of submission of the final expenditure report,adequate books, all financial records and,supporting documents,statistical records,and all other records pertinent to this Award,adequate to comply with 2 CFR 200.334, unless a different retention period is specified in 2 CFR 200.334, 44 III.Admin. Code 7000.430(a)and (b)or PART TWO or PART THREE. If any litigation,claim or audit is started before the expiration of the retention period,the records must be retained until all litigation,claims or audit exceptions involving the records have been resolved and final action taken. 9.2. Accessibility of Records.Grantee, in compliance with 2 CFR 200.337 and 44 III.Admin. Code 7000.430(f), must make books, records, related papers,supporting documentation and personnel relevant to this Agreement available to authorized Grantor representatives,the Illinois Auditor General, Illinois Attorney General, any Executive Inspector General,Grantor's Inspector General,federal authorities,any person identified in 2 CFR 200.337,and any other person as may be authorized by Grantor(including auditors), by the State of Illinois or by federal statute. Grantee must cooperate fully in any such audit or inquiry. 9.3. Failure to Maintain Books and Records. Failure to maintain adequate books, records and supporting documentation,as described in this ARTICLE,will result in the disallowance of costs for which there is insufficient supporting documentation and also establishes a presumption in favor of the State for the recovery of any Grant Funds paid by the State under this Agreement for which adequate books, records and supporting documentation are not available to support disbursement. 9.4. Monitoring and Access to Information.Grantee must monitor its activities to assure compliance with applicable state and federal requirements and to assure its performance expectations are being achieved. Grantor will monitor the activities of Grantee to assure compliance with all requirements, including applicable programmatic rules, regulations,and guidelines that the Grantor promulgates or implements, and performance expectations of the Award. Grantee must timely submit all financial and performance reports,and must supply, upon Grantor's request,documents and information relevant to the Award. Grantor may make site visits as warranted by Program needs. 2 CFR 200.329; 200.332. Additional monitoring requirements may be in PART TWO or PART THREE. ARTICLE X FINANCIAL REPORTING REQUIREMENTS 10.1. Required Periodic Financial Reports.Grantee must submit financial reports as requested and in the format required by Grantor no later than the dues date(s)specified in PART TWO or PART THREE.Grantee must submit reports to Grantor describing the expenditure(s)of the funds related thereto at the intervals specified by Grantor,which must be no less frequent than annually and no more frequent than quarterly, unless otherwise specified in either PART TWO or PART THREE (approved as an exception by GATU) or on Exhibit E pursuant to specific conditions. 2 CFR 200.328(b). Any report required by 30 ILCS 708/125 may be detailed in PART TWO or PART THREE. 10.2. Financial Close-out Report. (a) Grantee must submit a financial Close-out Report, in the format required by Grantor, by the due date specified in PART TWO or PART THREE,which must be no later than sixty(60)calendar days following the end of the Period of Performance for this Agreement or Agreement termination. The format of this financial Close-out Report must follow a format prescribed by Grantor. 2 CFR 200.344;44 III.Admin.Code 7000.440(b). State of Illinois GRANT AGREEMENT FISCAL YEAR 2026 Page 13 of 43