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4 <br /> 1. Evidence of vendor selection or rejection; <br /> 2. The basis for the cost or price; and <br /> 3. Justification for lack of competitive bids if not obtained. <br /> E. Agencies and Subagencies under this Agreement, or any Contract, must obtain prior <br /> approval from the County to enter into sole source contracts or contracts where only <br /> one bid or proposal is received when the acquisition cost exceeds $5,000. Requests <br /> for prior approval must include a copy of the proposed contract(s) and any related <br /> procurement documents and justifications for noncompetitive procurement, if <br /> applicable. <br /> F. Agencies shall procure all materials, property, supplies or services in a manner that <br /> balances fiscal and environmental stewardship in accordance with the requirements <br /> of the Snohomish County Environmentally Preferable Purchasing and Utilization <br /> Policy Statement available for review and download on the County website. <br /> XXXI. FISCAL ACCOUNTABILITY STANDARDS <br /> A. During the Contract period, the Agency agrees to maintain financial systems which <br /> will assure the following for this Agreement and any Contract: <br /> 1. Accurate, current, and complete disclosure of all direct and indirect costs; <br /> 2. Records that identify all sources and application of funds; <br /> 3. Control and accountability for all funds, property, and other assets; <br /> 4. Procedures that ensure comparison of actual costs with approved budgets; <br /> 5.. Procedures to assure timely disbursement of funds received by the Agency from <br /> the County; <br /> 6. Procedures to assure all costs are allowable, reasonable, and are properly <br /> allocated to each funding source; <br /> 7. Source documentation that supports all accounting records; and <br /> 8. Procedures for timely and appropriate resolution of audit findings and <br /> recommendations. <br /> B. All fiscal books, records,documents, reports, and other data relating to this Agreement <br /> and any Contract shall be maintained and reported in a manner consistent with BARS. <br /> C. The Agency agrees that any County, state, federal, or other funding agency; any local, <br /> state, or federal regulatory body; and the Office of State Auditor shall have full access <br /> to and right to examine any fiscal books, records, documents, and other materials <br /> relevant to this Agreement and any Contract at all reasonable times. <br /> XXXII. REIMBURSEMENT PROCEDURES <br /> A. No payment shall be made for any goods, materials, or services purchased unless the <br /> goods, materials, or services are expressly detailed within the approved Budget and <br /> Statement of Work set forth under any Contract. <br /> Basic Terms and Conditions Agreement <br /> City of Everett <br /> HSD-2018-101-198 <br /> Page 17 of 31 <br /> 42 <br />