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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 maintainingcompliance with federal and
<br /> 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 Sub-grantee shall perform under the terms of the Grant Agreement and the Department
<br /> has responsibility for reasonable and necessary monitoring of the Sub-grantee's performance.
<br /> The Department shall conduct Grant monitoring activities on a regular basis.- Monitoring is
<br /> defined as any planned, ongoing, or periodic activity that measures and ensures. Sub-grantee
<br /> compliance with the terms, conditions, and requirements of a Grant Agreement. •
<br /> Monitoring involves prudent collection of information about Sub-grantee operations and is not
<br /> limited to site visits or the completion of formal reviews. Monitoring may include periodic Sub-
<br /> grantee reporting to the Department, Department review of audit reports, invoice reviews, onsite
<br /> reviews and observations, and surveys. Adequate documentation is essential for effective
<br /> Grant 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 /> Grant Agreement. Subrecipient monitoring will occur throughout the year rather*than relying
<br /> solely on a once-a-year audit. The Sub-grantee agrees to cooperate with all monitoring
<br /> activities and to 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 Grant Agreement 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 Sub-grantee shall cooperate with and fully participate in all monitoring or evaluation
<br /> activities that are pertinent to this Grant Agreement.
<br /> b. Access to public records-The Sub-grantee 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 Sub-grantee shall maintain all books, records, documents, data and other evidence relating
<br /> to this Grant Agreement and the provision of any materials, supplies, services and/or equipment
<br /> under this Grant Agreement herein, including, but not limited to, records of accounting
<br /> procedures and practices-that sufficiently and properly reflect all direct and indirect costs of any
<br /> nature expended in the performance of this Grant Agreement. At no additional cost, these
<br /> records, including materials generated under the Grant Agreement, shall be subject at all
<br /> reasonable times to inspection', review and audit by personnel duly authorized by the
<br /> Department, the Washington State Auditor's Office, and federal officials so authorized by law,
<br /> rule, regulation, or contract. The Sub-grantee will retain all books, records, documents, and
<br /> other materials relevant to this Grant Agreement and make them available for inspection, review
<br /> or auditfor six (6) years from the end date of this Grant Agreement, date of final payment or
<br /> conclusion of services performed under this Sub-grantee, whichever is later. If any litigation,
<br /> claim or audit is started before the expiration of the six (6) year period, the records shall be
<br /> • retained until final resolution of ail litigation, claims, or audit findings involving the records.
<br /> BZPP 2010 1mge 7 of 19 Everett Police Department
<br /> E12-215
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