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DRAFT <br /> 9/5/00 <br /> 2. If there is any doubt in the RE /Contract Manager's mind regarding the requested substitution, the <br /> RE /Contract Manager may contact the DLAE for assistance and direction. <br /> E. Record Keeping and Final Report Utilization of Disadvantaged Business Enterprises <br /> 1. The contractor shall maintain records showing the name and address of each first -tier <br /> subcontractor. The records shall also show: <br /> a) The name and business address, regardless of tier, of every DBE subcontractor, DBE vendor <br /> of materials and DBE trucking company. <br /> b) The date of payment and the total dollar figure paid to each of the firms. <br /> c) The DBE prime contractor shall also show the date of work performed by their own forces <br /> alone with the corresponding dollar value of the work claimed toward DBE goals. <br /> 2. When a construction contract has been completed, the contractor will provide a summary of the <br /> records stated above. The DBE utilization information will be documented on Exhibit I7 -F and <br /> will be submitted to the DLAE attached to the Report of Expenditures. <br /> a) The RE will compare the completed Exhibit 17 -F to the contractor's completed Exhibit 15 -G <br /> and if applicable to the completed Exhibit 16 -B. <br /> b) The DBEs shown on the completed Exhibit 17 -F should be the same as those originally listed <br /> unless an authorized substitution was allowed, or the contractor used more DBEs and they <br /> were added. <br /> c) The dollar amount should reflect any changes made in planned work done by the DBE. <br /> d) The contractor will be required to explain in writing why the names of the subcontractors, the <br /> work items or dollar figures are different from what was originally shown on the completed <br /> Exhibit 15 -G when: <br /> (1) There have been no changes made by the RE. <br /> (2) The contractor has not provided a sufficient explanation in the comments section of the <br /> completed Exhibit 17 -F. <br /> The explanation will be attached to the completed Exhibit 1 7-F for submittal. The RE will <br /> file this in the project records. <br /> The City of San Leandro's DBELO will keep track of the DBE,certifcation status on the Internet at <br /> www.dot.ca.gov /hq /bep and keep the RE informed of changeg that affect the contract. The RE will <br /> require the contractor to act in accordance with existing contractual commitments regardless of <br /> decertification. <br /> We will bring to the attention of the FHWA any false. fraudulent. or dishonest conduct in connection <br /> with the program. so that FHWA can take the steps (e.g.. referral w the Department of Justice for <br /> criminal prosecution. referral to the FHWA Inspector General. action under suspension and debarment <br /> or Program Fraud and Civil Penalties rules) provided in §26.109. We also will consider similar action <br /> under our own legal authorities. including responsibility determinations in future contracts. <br /> Page 6 of 9 <br />