Procurement Contract No. 19935
1 FIRST AMENDMENT TO STANDARD SERVICES AGREEMENT
This First Amendment to Agreement (“First Amendment”) is made by the County of Alameda (“County”) and the CITY OF ALAMEDA, (“Contractor”), with respect to that certain agreement entered by them on November 1, 2024 (referred to herein as the “Agreement”), pursuant to which Contractor provides Winter Relief Services for People Experiencing Homelessness services to County.
County and Contractor, for valuable consideration, the receipt and sufficiency of which are hereby acknowledged, agree as follows:
1. Except as otherwise stated in this First Amendment, the terms and provisions of this amendment will be effective as of the date this First Amendment is executed by the County (“Effective Date”).
2. The term of the Agreement is currently scheduled to expire on May 31, 2025. As of the Effective Date, the term of the Agreement is retroactively extended through May 31, 2028. .
3. In consideration for Contractor’s additional services, the County shall pay Contractor an additional amount not to exceed one hundred eighty-nine thousand one hundred fifty dollars ($189,150). As a result of these additional services the not to exceed amount has increased from sixty thousand dollars ($60,000) to two hundred forty-nine thousand one hundred fifty dollars($249,150) over the term of the Agreement and any amendments.
4. Paragraph 20 of the Standard Services Agreement has been amended by changing the shall not exceed amount in the last sentence to two hundred forty-nine thousand one hundred fifty dollars ($249,150).
5. Exhibit A, Item IV. Program Description and Requirements, Section 1. is revised to include the following:
1. Contractor shall provide the following winter relief services for a minimum of five (5) unduplicated homeless adults:
6. Exhibit A, Item IV. Program Description and Requirements, Section 1. a. is revised to the following:
a. Secure hotels or motels and/or a shelter bed, in a City of Alameda Winter Shelter site Docusign Envelope ID: B8326382-1BF2-4F10-BFBA-B0A4B1DA69F6
Procurement Contract No. 19935
2 location, site must accept the program and clients up to 120 days depending on funding and weather. Negotiate with hotels or motels to receive reasonable negotiated rates.
b. Provide each participant during their motel stays at least two (2) daily meals or food for easy cooking in the microwave and/or daily meals through a City of Alameda Winter Shelter site location.
c. Ensure hotel rooms receive regular weekly inspection to review habitability and condition of rooms, and to address any issues with participants. Motel rooms used must be in acceptable physical condition and must be accessible for individuals with disabilities if accommodations are required. Provide 24-hour access to supervisor for any client issues or emergencies. Provide 24-hour site monitoring at City of Alameda Winter Shelter site location(s).
f. Provide service to allow program participants to receive mail at an identified City of Alameda location. Contractor shall provide participants with the specific address through which they may receive mail.
7. Exhibit A, Item IV. Program Description and Requirements, Section 2. is revised to the following:
2. County approves Contractor to subcontract any portion of this Agreement.
8. Exhibit A, Item IX. Contractor Responsibilities, Section 2. b. Outreach and Public Benefits is revised to include the following:
b. Contractor shall help individuals and families obtain and maintain food assistance benefits by providing CalFresh program application and renewal assistance.
9. A Revised Exhibit B, Payment Terms, is attached to this First Amendment.
10. A Revised Exhibit B-1, Program Budget, is attached to this First Amendment.
11. Attached hereto is Attachment A, Client Grievance Policy.
12. Attached hereto is Attachment B, Language Access Requirements for Contractors.
13. Attached hereto is Attachment C, Confidentiality.
14. Attached hereto is Exhibit C, the current insurance requirements.
15. Attached hereto is Exhibit D, a current Debarment and Suspension Certificate executed by Contractor.
16. Attached hereto is Exhibit E, a current Audit Requirements.
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3 17. Except as expressly modified by this First Amendment, all of the terms and conditions of the Agreement are and remain in full force and effect.
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4 IN WITNESS WHEREOF, the parties hereto have executed this Amendment.
COUNTY OF ALAMEDA CITY OF ALAMEDA
By: By:
Signature
Name: Name:
Signature
Jennifer Ottnifer Ott
President of the Board of Supervisors
Title: Title:
City Manager:pt:Customer1
Date: Date: $docusign:DateSigned:pt:Customer1
Approved as to Form:
DONNA R. ZIEGLER, COUNTY COUNSEL
By: ______________________________
Samantha Stonework-Hand
Assistant County Counsel
Approved as to Form:
______________________________
Len Aslanian
City Attorney
By signing above, the signatory
warrants and represents that he/she
executed this Agreement in his/her
authorized capacity and that by his/her
signature on this Agreement, he/she or
the entity upon behalf of which he/she
acted, executed this Agreement.
Recommended for Approval:
_____________________________
Amy Wooldridge
Assistant City Manager
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5 REVISED EXHIBIT B
PAYMENT TERMS
Contracting Department Alameda County Social Services Agency: Department of Workforce Benefits Administration
Contractor Name CITY OF ALAMEDA
Contractor Unique Entity ID KUYHVCR5A8M8
Type of Services Winter Relief Services for People Experiencing Homelessness
I. Budget
a. Federal Award Contract Information
Total Contract Amount: $189,150
Estimated Contract Amount per Fiscal Year:
FY 1 ($60,000)
FY 2 ($63,000)
FY 3 ($66,150)
Contractor shall use all payments solely in support of the program budget, set forth as follows:
B. Funded Program Budget – Exhibit B-1
II. County will use its reasonable efforts to make payment to Contractor upon successful completion and acceptance of the services listed in Exhibit A listed within thirty (30) days upon receipt and approval of invoice.
III. Total payment under the terms of this Agreement will not exceed the total amount of $249,150. This cost includes all taxes and all other charges.
IV. Budget Revision Procedures:
Contractor shall be reimbursed in accordance with the contract budget as detailed in Exhibit B-1. Any budget adjustments, revisions to the service categories and service units within the contract must be approved by the Alameda County Social Services Docusign Envelope ID: B8326382-1BF2-4F10-BFBA-B0A4B1DA69F6
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6 Agency (ACSSA) Program Department prior to submitting invoices for payment to the County.
Contractor must submit a formal written (via e-mail) request for budget adjustment to [email protected] for any contract budget adjustment with justification for requested expenditure revisions inclusive of specific impacts to current services being delivered. The request will be forwarded to the ACSSA Program Department for approval.
No supplemental billing will be accepted without Contractor’s prior notification and approval by the ACSSA Program Department of the need and justification for revisions of the service categories, service units or contract budget (line-items or unit costs).
The County Auditor Controller’s Office will not pay for unauthorized service categories, service units and budget line-items that are revised or rendered by Contractor that are not approved by ACSSA Program Department and/or for claimed services that contract program monitoring findings indicate have not been provided.
V. Invoicing Procedures
A. Invoice Submission Requirements
Invoices will include details of charges billed and a description of work performed in each billing period. Invoices will be sent on a monthly basis (in arrears). The ACSSA Finance Department has established a centralized Payments Unit. Please submit all invoices to Alameda County Social Services Agency (ACSSA) Payables unit through CATS vendor portal; https://alamedacounty.agiloft.com/logins/alamedacounty- login.htm.
This unit will be your point of contact for all payment and invoicing matters. If you need additional assistance, please contact Beverly Warren, Financial Services Officer, at [email protected].
Invoices must contain the following elements:
1. Must be on company letterhead that includes name, address, and contact information.
2. For Community Based Organizations, must be signed by the head of the organization, i.e., Executive Director, CEO, etc.
3. Document must contain the title Invoice.
4. The date of the invoice.
5. A description of services.
6. The date range for services provided.
7. If needed, itemization of any sales tax and delivery/postage charges.
8. The Purchase Order (PO) number provided by the County.
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7 9. The total amount owed.
10. Remittance instructions/address.
11. A cc indication at the bottom of the invoice with names of people who received courtesy copies.
12. The CEO or Executive Director must be included in the cc.
13. All data as required by your contract, including participant’s full name, addition date, termination date, total additions and terminations, applicable charges, type of notification sent, vendor number, payee name, and invoice contract information.
B. Invoicing Instructions
In order for the County to meet year end closing deadlines, Contractors must submit their May invoice and any prior late invoices by June 10. The June invoice must be submitted by July 15.
VI. Funding and Reporting Requirements
Failure to submit the required performance data and/or reports can delay the processing of invoices for reimbursement.
VII. Schedule
Upon notice to proceed from County, Contractor shall perform in accordance with established schedules and all terms of this Agreement.
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8 REVISED EXHIBIT B-1
PROGRAM BUDGET
City of Alameda Winter Relief Services Program Budget
Grantee Name: Winter Warming Shelter
Program:
City of Alameda Winter Relief Services
Program
DIRECT COSTS:
FY
25/26
(Year 1)
FY
26/27
(Year 2
with 5%
COLA)
FY
27/28
(Year 3
with 5%
COLA)
Total
PERSONNEL:
Annual
Salary
%
FTE
Site Supervisor $78,227.00 19.4% $15,218 $15,979 $16,778 $47,975 Case Management
Services $32,333.00 81.2% $26,282 $27,596 $28,976 $82,854 Subtotal: $41,500 $43,575 $45,754 $130,829
SUBTOTAL: $41,500 $43,575 $45,754 $130,829
Program Maintenance and Operations
Emergency Hotel Stays/Motel Vouchers $18,000 $18,900 $19,845 $56,745 SUBTOTAL: $18,000 $18,900 $19,845 $56,745
TOTAL DIRECT COSTS: $59,500 $62,475 $65,599 $187,574
Indirect (Finance, HR, and Development)
May not exceed 15.0% $500 $525 $551 $1,576
GRAND TOTAL $60,000 $63,000 $66,150 $189,150
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9 Attachment A
CLIENT GRIEVANCE POLICY
WHAT TO DO IF YOU HAVE A GRIEVANCE
If you have a complaint about the performance of CITY OF ALAMEDA staff, and/or you feel you have been treated unfairly, the following are the steps you should take to have your complaint heard:
1. Talk privately to the person with whom you have the problem. We encourage you to try first to work out the problem in an open and informal way.
2. If you do not feel comfortable talking with the person with whom you have the problem, or you do talk with them and are not satisfied with the outcome, you may make an appointment to speak with or submit a written complaint (which may be in your own language) to CITY OF ALAMEDA’s Executive Director or designee.
If you have good cause to use another medium to communicate your complaint, such as a tape recording, you may do so. The Executive Director or designee shall meet with you or provide you with a written response to your written complaint within ten (10) working days of the meeting or receipt of your written complaint.
3. Or, if you prefer, you may bypass the above steps and immediately contact the funding agency below:
Alameda County Social Services Agency
Contracts Office
2000 San Pablo Ave., 4th Floor
Oakland, CA 94612
Email: [email protected]
I certify that the information in this document was explained to my satisfaction in my own language and a copy of this form was given to me. I understand that by signing below, I hereby authorize CITY OF ALAMEDA to release all my information pertaining to my grievance to the Alameda County Social Services Agency.
Client´s Name (Printed) Date
Client´s Signature
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10 ANEXO A
POLITICA PARA QUEJAS DE CLIENTES
QUÉ HACER SI USTED TIENE UNA QUEJA
Si tiene una queja acerca del desempeño del personal de CITY OF ALAMEDA o siente que se le ha tratado injustamente, tendrá que seguir los siguientes pasos para que su queja sea escuchada:
1. Hable en privado con la persona con quien tiene el problema. Le recomendamos que trate de solucionar el problema de una manera abierta e informal.
2. Si no se siente cómodo hablando con la persona con quien tiene el problema, o habla con esa persona y no está satisfecho/a con los resultados, puede hacer una cita para hablar con el director ejecutivo de CITY OF ALAMEDA o su representante, o enviarle la queja por escrito (la cual puede ser en su propio idioma). Si tiene una buena razón para utilizar otro medio de comunicar su queja, como una cinta de grabación, lo podrá hacer.
El director ejecutivo o el representante se reunirá con usted o le proveerá una respuesta por escrito a su queja en el plazo de diez (10) días hábiles a partir de su cita o de haber recibido su queja por escrito.
3. O, si usted prefiere, puede evitar los pasos previos y contactar, inmediatamente, al siguiente organismo de financiación:
Agencia de Servicios Sociales del Condado de Alameda
Contracts Office
2000 San Pablo Ave., 4th Floor
Oakland, CA 94612
Correo electrónico: [email protected]
Certifico que la información en este documento fue explicada para mi entera satisfacción y en mi propio idioma, y que se me dio una copia de este formulario. Comprendo que al firmar abajo autorizo a CITY OF ALAMEDA a que divulgue a la Agencia de Servicios Sociales del Condado de Alameda toda mi información en relación con mi queja.
Nombre del cliente (en la letra de imprenta) Fecha
Firma del cliente
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11 Attachment B
(Revised: 08/31/18)
LANGUAGE ACCESS REQUIREMENTS FOR CONTRACTORS
I. The Alameda County Social Services Agency (ACSSA) has developed and adopted a Master Plan on Language Access to ensure its limited-English proficient (LEP) clients are provided with language accessible services and communications. Under the plan’s provisions, community-based organizations (CBOs)/contractors whose services are contracted by the ACSSA:
A. Shall clearly disclose language access capabilities in relationship to the population served.
B. Shall have a plan in place—available for review upon request by County staff for referring clients whose language needs the contractor can’t accommodate.
C. Shall permit County staff to conduct ongoing monitoring of contracted services for compliance with provisions of the County’s Language Access Plan.
D. Shall provide the County with a list and copies of all printed contract-related marketing/promotional/education-related materials (including languages materials are printed in).
II. The ACSSA shall aid contracted CBOs in expanding language interpretation services through:
A. Providing CBOs/contractors with training, materials and instruction on how to effectively refer LEP clients to appropriate language resources.
B. Including service-marketing plan requirements in requests for proposals (RFPs) and contracts with CBOs that propose to offer language services (including appropriate outreach and notification of programs and services) to the LEP community and customers.
C. Developing a monitoring process of contracted services to ensure high-quality language accessible services are always provided to LEP clients.
D. Providing CBOs/contractors with access to telephone interpreters, a 24-hours-a- day, 365-days-a-year telephone language interpretation service in over 100+ languages — to supplement on-site language access services.
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12 Attachment C
CONFIDENTIALITY–CONTRACT PROVISIONS
Confidentiality: Contractor agrees to maintain the confidentiality of any information which may be obtained with this work. Contractor shall comply with whatever special requirements in this regard as are described or referred herein as in Exhibit A to this Agreement. Confidential information is defined as all information disclosed to Contractor which relates to County’s past, present and future activities, as well as activities under this Agreement. Contractor will hold all such information in trust and confidence. Upon cancellation or expiration of this Agreement, Contractor will return to County all written or descriptive matter which contains any such confidential information. County shall respect the confidentiality of information furnished by Contractor to County as specified in Exhibit A or as otherwise provided by law.
Pursuant to contract provisions to protect confidential client data file records against any and all unauthorized practices as stated heretofore, the Contractor will:
1. Assume responsibility for all personnel having access to the client list in regard to the confidential nature of client information. Safeguard measures are required to protect civil and criminal sanctions for non-compliance as contained in applicable statutes.
2. Restrict access to client information to those authorized employees and officials who require access in the performance of their delivery of services under this contract.
3. Work with the information under the control of authorized personnel in a manner to protect the confidentiality of client data file records and in such a manner to protect against unauthorized retrieval by computer, remote terminals, or any unauthorized means.
4. Use ACSSA confidential client information provided to contractor for the purposes covered under the terms of this agreement. Any and all disclosure of client data file records, transactions or transmissions will be made only with prior written consent and authorization from the ACSSA.
5. Return to ACSSA any and all client confidential information contained in hard copy or computer files/disc generated by this agreement as required for confidential destruction. All such files are the legal sole property of the ACSSA.
6. Ensure project compliance with written corrective action plans as may be mandated by the County.
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13 EXHIBIT C
COUNTY OF ALAMEDA MINIMUM INSURANCE REQUIREMENTS
Without limiting any other obligation or liability under this Agreement, the Contractor, at its sole cost and expense, shall secure and keep in force during the entire term of the Agreement or longer, as may be specified below, the following minimum insurance coverage, limits and endorsements. The County reserves the right to modify these requirements, including limits, based on the nature of the risk, prior experience, insurer, coverage, or other special circumstances. If the contractor maintains broader coverage and/or higher limits than the minimums shown below, the County requires and shall be entitled to the broader coverage and/or the higher limits maintained by the Contractor. Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to the County.
TYPE OF INSURANCE COVERAGES MINIMUM LIMITS A Commercial General Liability Premises Liability; Products and Completed Operations; Contractual Liability; Personal Injury and Advertising Liability $1,000,000 per occurrence (CSL) Bodily Injury and Property Damage B Commercial or Business Automobile Liability All owned vehicles, hired or leased vehicles, non-owned, borrowed and permissive uses. Personal Automobile Liability when extended to cover your business is acceptable for individual contractors with no transportation or hauling related activities $1,000,000 per occurrence (CSL) Any Auto or Hired and Non-Owned Autos Bodily Injury and Property Damage C Workers’ Compensation (WC) and Employers Liability (EL) As required by State of California WC: Statutory Limits EL: No less than $1,000,000 per accident for bodily injury or disease D Endorsements and Conditions: 1. ADDITIONAL INSURED: County of Alameda, its Board of Supervisors, the individual members thereof, and all County officers, agents, employees, volunteers, and representatives are to be covered as additional insureds on the CGL policy with respect to liability arising out of work or operations performed by or on behalf of the Contractor including materials, parts, or equipment furnished in connection with such work or operations. General liability coverage can be provided in the form of an endorsement to the Contractor’s insurance (at least as broad as ISO Form CG 20 10 11 85 or if not available, through the addition of both CG 20 10, CG 20 26, CG 20 33, or CG 20 38; and CG 20 37 if a later edition is used). Auto policy shall contain, or be endorsed to contain additional insured coverage for the County. 2. DURATION OF COVERAGE: All required insurance shall be maintained during the entire term of the Agreement. In addition, Insurance policies and coverage(s) written on a claims-made basis shall be maintained and evidence of insurance must be provided during the entire term of the Agreement and for at least five (5) years following the later of termination of the Agreement and acceptance of all work provided under the Agreement, with the retroactive date of said insurance (as may be Docusign Envelope ID: B8326382-1BF2-4F10-BFBA-B0A4B1DA69F6
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14 applicable) concurrent with the commencement of activities pursuant to this Agreement. If coverage is cancelled or non- renewed, and not replaced with another claims-made policy form with a Retroactive Date prior to the contract effective date, the Contractor must purchase “extended reporting” coverage for a minimum of five (5) years after completion of work. Proof of workers’ compensation insurance coverage is not required if contractor provides a signed Workers Compensation Written Declaration of Compliance. 3. REDUCTION OR LIMIT OF OBLIGATION: All insurance policies, including excess and umbrella insurance policies, shall be primary and non-contributory coverage at least as broad as ISO CG 20 10 04 13 as respects the County, its officers, officials, employees, or volunteers. Any insurance or self-insurance maintained by the County, its officers, officials, employees, or volunteers shall be excess of the Contractor’ insurance and shall not contribute with it. Pursuant to the provisions of this Agreement insurance effected or procured by the Contractor shall not reduce or limit Contractor’s contractual obligation to indemnify and defend the Indemnified Parties. 4. INSURER FINANCIAL RATING: Insurance shall be maintained through an insurer with an A.M. Best Rating of no less than A:VII or equivalent, shall be admitted to the State of California unless otherwise acceptable by Risk Management, and with deductible amounts acceptable to the County. Acceptance of Contractor’s insurance by County shall not relieve or decrease the liability of Contractor hereunder. Self-insured retentions must be declared and approved. Any deductible or self-insured retention amount or other similar obligation under the policies shall be the sole responsibility of the Contractor. The policy language shall provide or be endorsed to provide, that the self –insured retention may be satisfied by either the named insured or County. 5. SUBCONTRACTORS: Contractor shall include all subcontractors as an insured (covered party) under its policies or shall verify that the subcontractor, under its own policies and endorsements, has complied with the insurance requirements in this Agreement, including this Exhibit. 6. JOINT VENTURES: If Contractor is an association, partnership or other joint business venture, required insurance shall be provided by one of the following methods: Separate insurance policies issued for each individual entity, with each entity included as a “Named Insured” (covered party), or at minimum named as an “Additional Insured” on the other’s policies. Coverage shall be at least as broad as in the ISO Forms named above. Joint insurance program with the association, partnership or other joint business venture included as a “Named Insured”. 7. CANCELLATION OF INSURANCE: Each insurance policy required above shall provide that coverage shall not be cancelled, except with notice of cancellation provided to the County in accordance with policy terms and conditions. 8. CERTIFICATE OF INSURANCE: Before commencing operations under this Agreement, Contractor shall provide Certificate(s) of insurance and applicable insurance endorsements as set forth in the provisions of this Agreement and this Exhibit C, in forms satisfactory to County, evidencing that all required insurance coverage is in effect. However, failure to obtain the required documents prior to the work beginning shall not waive the Contactor’s obligation to provide them. The County reserves the right to require the Contractor to provide complete, certified copies of all required insurance policies, including endorsements required by these specifications, at any time.
Certificate C-1 Form 2001-1 (Rev. 06/25/18)
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15 EXHIBIT D
COUNTY OF ALAMEDA
DEBARMENT AND SUSPENSION CERTIFICATION
(Applicable to all agreements funded in part or whole with federal funds and contracts over $25,000).
The contractor, under penalty of perjury, certifies that, except as noted below, contractor, its principals, and any named and unnamed subcontractor:
Is not currently under suspension, debarment, voluntary exclusion, or determination of ineligibility by any federal agency;
Has not been suspended, debarred, voluntarily excluded or determined ineligible by any federal agency within the past three years;
Does not have a proposed debarment pending; and
Has not been indicted, convicted, or had a civil judgment rendered against it by a court of competent jurisdiction in any matter involving fraud or official misconduct within the past three years.
If there are any exceptions to this certification, insert the exceptions in the following space.
For any exception noted, indicate to whom it applies, initiating agency, and dates of action.
Exceptions will not necessarily result in denial of award, but will be considered in determining contractor responsibility.
Notes: Providing false information may result in criminal prosecution or administrative sanctions. The above certification is part of the Community Based Organization Master Contract. Signing this Contract on the signature portion thereof shall also constitute signature of this Certification.
CONTRACTOR: CITY OF ALAMEDA
PRINCIPAL: Jennifer Ottr Ott TITLE
: $City Manager
SIGNATURE
:
$docusign:SignHere:2:Customer
1 DATE:
$docusign:DateSigned:5:Customer
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16 EXHIBIT E
AUDIT REQUIREMENTS
The County contracts with various organizations to carry out programs mandated by the Federal and State governments or sponsored by the Board of Supervisors. Under the Single Audit Act Amendments of 1996 (31 U.S.C.A. §§ 7501-7507) and Board policy, the County has the responsibility to determine whether organizations receiving funds through the County have spent them in accordance with applicable laws, regulations, contract terms, and grant agreements. To this end, effective with the first fiscal year beginning on and after December 26, 2014, the following are required.
I. AUDIT REQUIREMENTS
A. Funds from Federal Sources:
1. Non-Federal entities which are determined to be subrecipients by the supervising department according to 2 CFR § 200.331 and which expend annual Federal awards in the amount specified in 2 CFR § 200.501 are required to have a single audit performed in accordance with 2 CFR § 200.514.
2. When a non-Federal entity expends annual Federal awards in the amount specified in 2 CFR § 200.501(a), currently $1,000,000, under only one Federal program (excluding R&D) and the Federal program's statutes, regulations, or terms and conditions of the Federal award do not require a financial statement audit of the auditee, the non-Federal entity may elect to have a program-specific audit conducted in accordance with 2 CFR § 200.507 (Program Specific Audits).
3. Non-Federal entities which expend annual Federal awards less than the amount specified in 2 CFR § 200.501(e), currently $1,000,000, are exempt from the single audit requirements for that year except that the County may require a limited-scope audit in accordance with 2 CFR § 200.503.
B. Funds from All Sources:
Non-Federal entities which expend annual funds from any source (Federal, State, County, etc.) through the County in an amount of:
1. $100,000 or more must have a financial audit in accordance with the U.S.
Comptroller General’s Generally Accepted Government Auditing Standards (GAGAS) covering all County programs.
2. Less than $100,000 are exempt from these audit requirements except as otherwise noted in the contract.
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17 Non-Federal entities that are required to have or choose to do a single audit in accordance with 2 CFR Subpart F, Audit Requirements are not required to have a financial audit in the same year. However, Non-Federal entities that are required to have a financial audit may also be required to have a limited-scope audit in the same year.
C. General Requirements for All Audits:
1. All audits must be conducted in accordance with Generally Accepted Government Auditing Standards issued by the Comptroller General of the United States (GAGAS).
2. All audits must be conducted annually, except for biennial audits authorized by 2 CFR § 200.504 and where specifically allowed otherwise by laws, regulations, or County policy.
3. The audit report must contain a separate schedule that identifies all funds received from or passed through the County that is covered by the audit. County programs must be identified by contract number, contract amount, contract period, and amount expended during the fiscal year by funding source. An exhibit number must be included when applicable.
4. If a funding source has more stringent and specific audit requirements, these requirements must prevail over those described above.
II. AUDIT REPORTS
A. For Single Audits
1. Within the earlier of 30 calendar days after receipt of the auditor’s report or nine months after the end of the audit period, the auditee must electronically submit to the Federal Audit Clearinghouse (FAC) the data collection form described in 2 CFR § 200.512(b) and the reporting package described in 2 CFR § 200.512(c).
The auditee and auditors must ensure that the reporting package does not include protected personally identifiable information. The FAC will make the reporting package and the data collection form available on a web site and all Federal agencies, pass-through entities and others interested in a reporting package and data collection form must obtain it by accessing the FAC. As required by 2 CFR § 200.512(a)(2), unless restricted by Federal statutes or regulations, the auditee must make copies available for public inspection.
2. A notice of the audit report issuance along with a copy of the management letter with its corresponding response should be sent to the County supervising Docusign Envelope ID: B8326382-1BF2-4F10-BFBA-B0A4B1DA69F6
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18 department within ten calendar days after it is submitted to the FAC. The County supervising department is responsible for forwarding a copy of the audit report, management letter, and corresponding responses to the County Auditor within one week of receipt.
B. For Audits other than Single Audits
A copy of the audit report package, including all attachments and any management letter with its corresponding response, should be sent to the County supervising department within six months after the end of the audit year, or other time frame as specified by the department. The County supervising department is responsible for forwarding a copy of the audit report package to the County Auditor within one week of receipt.
III. AUDIT RESOLUTION
Within 30 days of issuance of the audit report, the entity must submit to its County supervising department a corrective action plan consistent with 2 CFR § 200.511(c) to address each audit finding included in the current year auditor’s report. Questioned costs and disallowed costs must be resolved according to procedures established by the County in the Contract Administration Manual.
The County supervising department will follow up on the implementation of the corrective action plan as it pertains to County programs.
IV. ADDITIONAL AUDIT WORK
The County, the State, or Federal agencies may conduct additional audits or reviews to carry out their regulatory responsibilities. To the extent possible, these audits and reviews will rely on the audit work already performed under the audit requirements listed above.
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