2008/06/04 Council Agenda Packet

IV. RECORDS, DOCUMENTS AND REPORTS 5 A. The Contractor shall provide to the County such financial, program, and other reports, and at those intervals and in such formats as are required by the County. The Contractor's failure to submit required reports in a timely manner, as set forth in contracts and Program Instructions, shall result in the County's withholding payment of Invoice Vouchers submitted for reimbursement of funds relative to the delinquent report(s). B. The Contractor and any subcontractor(s) shall maintain all books, records, documents, reports and other evidence of accounting procedures and practices which sufficiently and properly reflect all direct and indirect costs of any nature expended in performance under the approved Area Agency Plan. Provided, subcontractors shall report all revenues and expenditures to the Contractor in a manner consistent with the reporting requirements of the "Budgeting, Accounting, Reporting System for Counties and Cities, and Other Local Governments," hereinafter referred to as "BARS," as issued by the Office of the State Auditor, State of Washington. Subcontractors may, however, maintain their fiscal books, records, documents and other data in any manner consistent with generally accepted accounting practices. The Contractor shall retain such fiscal books, records, documents, reports, and other data in a manner consistent with "BARS." C. During the term of this agreement and 'for six years following termination or expiration of this agreement, the Contractor shall maintain and provide copies of records, upon request, that: 1. Document performance of all acts required by statute, regulation, rule or this agreement, including client records; 2. Substantiate the Contractor's statement of its organizational structure, tax status, capabilities and performance; and 3. Demonstrate accounting procedures practices and records that sufficiently and properly document the Contractor's invoices to the County and all expenditure made by the Contractor to perform as required by this agreement. D. The Contractor shall give reasonable access to its place of business, and its business and client records to the County and to any employee of the State of Washington or the United States of America for the purpose of inspecting the Contractor's place of business and its records, and monitoring, auditing, and evaluating the Contractor's performance, compliance or quality assurance with applicable laws, regulations, rules and this agreement. Exhibit G 12 3 A-08-75-04-198 City of Everett Page 2 of 6