Agmt23 County of San Mateo - Grant agreement

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REV: 03-01-23 RL Page 16 Exhibit B – Grant Disbursement a.Installments. Subject to Grantee’s compliance with the terms and conditions of the Agreement and the procedures specified herein, the County shall disburse the Grant to Grantee in two equal installments of Five Hundred Twenty-Three Thousand Seven Hundred Twenty-Five Dollars and Zero Cents ($523,725.00) each, with the first installment disbursed within 30 days of receipt of Grantee’s disbursement request (which disbursement request may not be submitted until after the Effective Date), and the second installment disbursed, subject to the True-Up Process specified herein at Section (d), on or before September 30, 2023, following the County’s approval of Grantee’s written request(s) for disbursement. In no event shall the County’s disbursements exceed the total amount of the Grant. b.Disbursement Requests. Grantee’s written requests for disbursement and cost reporting shall (i) be submitted electronically on Grantee’s official letterhead to the attention of Nikki Gilman at ngillman@smcgov.org or designee, and (ii) include the date of the request, disbursement amount per the specified installments (as applicable), and this Agreement’s number. c.Monthly Cost Reporting. Grantee shall provide monthly reporting to County by the last day of each month specifying Grantee’s actual costs incurred for the Project for the preceding month (or months for the first report after the Effective Date) with supporting documentation for such costs to which the Grant funds have been applied, including without limitation, invoices, receipts, payroll and activity logs sufficient to substantiate the costs. Invoice documentation must be accompanied by a line-item accounting for monthly expenses and evidence of work performed, or costs incurred, including, but not limited to, timesheets, copies of bills, and/or packing slips. Grantee shall include a written certification that the costs were actually incurred for the Project and that the supporting documentation is true, correct and complete. Reporting and invoices shall be provided electronically to Nikki Gilman at email: ngilman@smcgov.org and shall also include: Vendor Address HSA Administrative Address – 1 Davis Dr., Belmont, CA 94002 Remit Payment Address Agreement Number Date of Service(s) Cost of Service d.True-Up Process. The County shall review Grantee’s monthly cost reporting and supporting documentation and periodically reconcile the actual Project costs reported and substantiated with the amount of the disbursed installments of the Grant. To the extent that the reasonable, actual costs of the Project incurred exceed the amount of the prior installment of the Grant, the excess amounts may be applied or otherwise credited against any future installment(s) of the Grant; to the extent that Grantee’s reasonable and necessary, actual costs of the Project incurred are less than the amount of the prior installment of the Grant, the County may adjust the amount of any later installment(s) accordingly. In no event, however, shall the County’s total disbursements exceed the total amount of the Grant (i.e., $1,047,450). The County’s disbursement of subsequent installments of the Grant is conditioned upon Grantee’s compliance with its monthly cost reporting obligations and other terms and conditions of Agreement. Grantee shall promptly return to County any amount of the Grant that has not been spent as of June 30, 2024. ATTY/AGR.2023.031/County of San Mateo (Agreement for Homeless Outreach) (Page 16 of 27) DocuSign Envelope ID: 6F079F33-00E9-42D4-A508-A3B82FC663F4