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<br /> 2. SUBRECIPIENT MONITORING
<br /> a. The Department, as a Recipient and/or Pass-Through Entity, receives federal financial
<br /> assistance under federal programs and is charged with maintaining compliance with federal
<br /> and state laws and regulations regarding the monitoring, documentation, and auditing of
<br /> subrecipient grant activities using federal financial assistance. Management and
<br /> implementation guidelines for the federal programs ensure compliance with statutes, grant
<br /> guidelines, the sub-award agreement, Office of Management and Budget (OMB) circulars
<br /> (including OMB Circular A-133), subrecipient audits, and other guidance found in the Federal
<br /> Register. The Department shall adhere to its Subrecipient Monitoring Policy and the
<br /> Subrecipient Monitoring Procedures (WMD Policy number 00-025-05.)
<br /> b. The Contractor shall perform under the terms of the contract and the Department has
<br /> responsibility for reasonable and necessary monitoring of the Contractor's performance. The
<br /> Department shall conduct contract monitoring activities on a regular basis. Monitoring is defined
<br /> as any planned, ongoing, or periodic activity that measures and ensures contractor compliance
<br /> with the terms, conditions, and requirements of a contract.
<br /> Monitoring involves prudent collection of information about Contractor operations and is not
<br /> limited to site visits or the completion of formal reviews. Monitoring may include periodic
<br /> contractor reporting to the Department, Department review of audit reports, invoice reviews,
<br /> onsite reviews and observations, and surveys. Adequate documentation is essential for
<br /> effective contract monitoring and will include copies of letters, meeting notes, and records of
<br /> phone conversations as evidence that conscientious monitoring has occurred during the period
<br /> of the contract. Subrecipient monitoring will occur throughout the year rather than relying solely
<br /> on a once-a-year audit. The Contractor agrees to cooperate with all monitoring activities and to
<br /> comply with reporting requirements.
<br /> The Department as the Recipient and/or Pass-Through Entity will conduct on-site visits as
<br /> appropriate and required by contract for "for-profit" subrecipients, since the A-133 Single
<br /> Audit does not apply to"for-profit" organizations.
<br /> 3. RECORDS, MONITORING AND AUDIT ACCESS
<br /> a. The Contractor shall cooperate with and fully participate in all monitoring or evaluation activities
<br /> that are pertinent to this contract.
<br /> b. Access to public records-The Contractor acknowledges that the Department is subject to the
<br /> Public Records Act, Chapter 42.56 RCW, and that records prepared, owned, used or retained
<br /> by the Department relating to the conduct of government or the performance of any
<br /> governmental or proprietary function are available for public inspection and copying, except as
<br /> exempt under RCW 42.56 or other statute which exempts or prohibits disclosure of specific
<br /> information or records.
<br /> c. The Contractor shall maintain all books, records, documents, data and other evidence relating
<br /> to this contract and the provision of any materials, supplies, services and/or equipment under
<br /> this contract herein, including, but not limited to, records of accounting procedures and practices
<br /> that sufficiently and properly reflect all direct and indirect costs of any nature expended in the
<br /> performance of this contract. At no additional cost, these records, including materials generated
<br /> under the contract, shall be subject at all reasonable times to inspection, review and audit by
<br /> personnel duly authorized by the Department, the Washington State Auditor's Office, and
<br /> federal officials so authorized by law, rule, regulation, or contract. The Contractor will retain all
<br /> books, records, documents, and other materials relevant to this contract and make them
<br /> available for inspection, review or audit for six (6) years from the end date of this contract, date
<br /> of final payment or conclusion of services performed under this contractor, whichever is later. If
<br /> any litigation, claim or audit is started before the expiration of the six (6) year period, the records
<br /> shall be retained until final resolution of all litigation, claims, or audit findings involving the
<br /> records.
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