Okaloosa County BOCC — December 15, 2015 — APPENDIX B FTA RECORD RETENTIONrev

APPENDIX B FTA RECORD RETENTION PROVISIONS UNITED STATES OF AMERICA DEPARTMENT OF TRANSPORTATION FEDERAL TRANSIT ADMINISTRATION MASTER AGREEMENT For Federal Transit Administration Agreements authorized by 49 U.S.C. chapter 53, as amended, Title 23, United States Code (Highways), the Moving Ahead for Progress in the 21st Century Act (MAP-21), the Safe, Accountable, Flexible, Efficient Transportation Equity Act: A Legacy for Users (SAFETEA-LU), as amended by the SAFETEA-LU Technical Corrections Act of 2008, or other Federal laws that FTA administers. FTA MA(21) October 1, 2014 Section 9. Record Retention. The Recipient agrees to all the following: a. Types of Records. The Recipient will retain, and will require its Third Party Participants to retain, complete and readily accessible records related in whole or in part to the Project, including: (1) Data, (2) Documents, (3) Reports, (4) Statistics, (5) Sub-agreements, (6) Leases, (7) Third party contracts, (8) Arrangements, (9) Other third party agreements of any type, and (10) Supporting materials related to those records, b. Retention Period. Until U.S. DOT promulgates new regulations that will supersede and apply in lieu of 49 C.F.R. parts 18 and 19, all records listed in section 9.a of this Master Agreement, as provided by 49 C.F.R. § 18.36(i)(11) or 49 C.F.R. § 19.53(b), must be retained from the beginning of the Project, through the course of the Project, until: (1) Three years after the Recipient has submitted its last or final expenditure report, and (2) Other pending matters are closed, and c. Project Closeout. All records described in sections 9.a of this Master Agreement must be retained in accordance with section 9.b, even if the Project has been closed out. b. Access to Sites of Project Performance. The Recipient agrees to permit, and to require its Third Party Participants to permit, Federal awarding agencies, specifically FTA, to make site visits as needed in compliance with 49 C.F.R. § 18.40(e) or 49 C.F.R. § 19.51(g) until U.S. DOT promulgates new regulations that will supersede and apply in lieu of 49 C.F.R. parts 18 and 19, c. Project Closeout. Project closeout does not alter the access requirements of this section 10 of this Master Agreement. Section 10. Access to Records and Sites of Project Performance. a. Access to Recipient and Third Party Participant Records. The Recipient agrees to, and assures its Sub-recipients will agree to: (1) Provide, and require its Third Party Participants at each tier to provide, sufficient access to inspect and audit records and information pertaining to the Project to the: (a) U.S. Secretary of Transportation or the Secretary’s duly authorized representatives, (b) Comptroller General of the United States, and the Comptroller General’s duly authorized representatives, and (c) Recipient and its Sub-recipients, if any, (2) Permit those individuals listed in section 10.a(1) of this Master Agreement to: (a) Inspect all Project work and materials, and (b) Audit any information related to the Project under the control of the Recipient or Third Party Participant within books, records, accounts, or other locations, and (3) Otherwise comply with: (a) 49 U.S.C. § 5325(g), and (b) 49 C.F.R. 49 C.F.R. § 18.36(i)(10) and 49 C.F.R. § 19.53(e), until U.S. DOT promulgates new regulations that will supersede and apply in lieu of 49 C.F.R. parts 18 and 19, b. Access to Sites of Project Performance. The Recipient agrees to permit, and to require its Third Party Participants to permit, Federal awarding agencies, specifically FTA, to make site visits as needed in compliance with 49 C.F.R. § 18.40(e) or 49 C.F.R. § 19.51(g) until U.S. DOT promulgates new regu