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2. SUBRECIPIENT MONITORING
<br /> a. The County, and the Department, as a Recipient and/or Pass-Through Entity, receive federal
<br /> financial assistance under federal programs and are charged with maintaining compliance
<br /> with federal and state laws and regulations regarding the monitoring, documentation, and
<br /> auditing of 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.
<br /> b. The Contractor shall perform under the terms of the contract and the County has responsibility
<br /> for reasonable and necessary monitoring of the Contractor's performance. The County and
<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 County, County review of audit reports, invoice reviews, onsite
<br /> reviews and observations, and surveys. Adequate documentation is essential for effective
<br /> contract monitoring and will include copies of letters, meeting notes, and records of phone
<br /> conversations as evidence that conscientious monitoring has occurred during the period of the
<br /> contract. Subrecipient monitoring will occur throughout the year rather than relying solely on a
<br /> once-a-year audit. The Contractor agrees to cooperate with all monitoring activities and to
<br /> comply with reporting requirements.
<br /> The County and Department as the Recipient and/or Pass-Through Entity will conduct on-site
<br /> visits as appropriate and required by contract for "for-profit" subrecipients, since the A-133
<br /> Single 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 County is subject to the Public
<br /> Records Act, Chapter 42.56 RCW, and that records prepared, owned, used or retained by the
<br /> County relating to the conduct of government or the performance of any governmental or
<br /> proprietary function are available for public inspection and copying, except as exempt under
<br /> RCW 42.56 or other statute which exempts or prohibits disclosure of specific information or
<br /> 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 County, the Department, the Washington State Auditor's
<br /> Office, and federal officials so authorized by law, rule, regulation, or contract. The Contractor
<br /> will retain all books, records, documents, and other materials relevant to this contract and make
<br /> them available for inspection, review or audit for six(6) years from the end date of this contract,
<br /> date of final payment or conclusion of services performed under this contractor, whichever is
<br /> later. If any litigation, claim or audit is started before the expiration of the six(6) year period, the
<br /> records shall be retained until final resolution of all litigation, claims, or audit findings involving
<br /> the records.
<br /> El 1-093 SHSP-2010 Page 7 of5Q1 City of Everett
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