RES 2024-024 - Laserfiche WebLink

Home Browse Search

Kittitas County Purchasing & Contracts Policy 4.2.N Subrecipients and Vendors: The County Official in the department responsible for the contract is responsible to ensure that awards and/or payments are not made to any party who is debarred or suspended or otherwise excluded from or ineligible for participation in federal assistance programs. Priorto signing a contract with a subrecipient or vendor the County Official responsible for administration of the contract is required to provide sam.gov proof and WA L&l for Public Work Federal and State Contracts of eligibility to ensure that subrecipients or vendors are eligible to receive federal funds. This verification must occur regardless of whether the County Official believes that the vendor has already been verified by another agency or county department for the same services. 4.2.O Contract Requirements for Subrecipients: When the County contracts with a subrecipient who receives federal funds, the subrecipient is subject to the Single Audit Act. Contracts with subrecipients will include the language addressing the following: i. The secondary recipient of the federal funds should be referred to in the contract as a "subrecipient" once it is determined that they are a subrecipient, not a vendor. ii. Single Audit requirements should be defined for subrecipients: iii. A requirement that the subrecipient comply with the Single Audit Act of 1984 as amended. iv. A requirement that the subrecipient permits independent auditors access to its financial records. v. A requirement that the subrecipient maintain accounting records that will enable identification of all federal funds received and expended by assistance listing number (ALN#) formerly catalog of federal domestic assistance number (CFDA#). vi. A req uirement that if a Single Audit is required, a copy of the a udit report is submitted to the County, within the time limit set forth in the Single Audit act. vii. A requirement that if a Single Audit is not required, the County is allowed to perform a fiscal review of the subrecipient's financial records. viii. A requirement that the subrecipient check the "List of Parties Excluded from Federal Procurement and Non-procurement Programs," prior to awarding sub-grants or contracts and include documentation from sam.gov with dated verification. ix, A requirement the subrecipient certif,i they are not debarred or suspended from participation in federal programs during the contract period; and an appropriate contract termination provision for breaches of the contract. 4.2.P Contract Administration: Contract administration is the process by which the County, acting through one or more of its officials or staff, assures performance of contractual obligations. This encompasses all activity by the County and the contractor from the time the contract is awarded until the time the contract work has been completed and accepted, payment is made, all disputes resolved, and the contract has been formally closed out. Contract administration may include, but is not limited to, the following functions: i. Ensuring required insurance or other required documents are obtained and documented prior to commencement of work and maintained throughout the term of the contract. ii. Making payments to contractors according to the terms of the contract. iii. Providing interpretations of terms and conditions of the contract to the contractor. iv. Giving technical direction and assistance to contractors. v. Inspecting and accepting work performed by contractors. vi. Preparing modifications to contracts. vii. Reviewing certain proposed subcontracts if contract terms require such reviews. viii. Terminating contracts for cause, convenience, or default, ix. Maintaining a contract file sufficient for auditing purposes. x. Closing out the contract when it is completed. xi. Providing assistance in the event of an audit. 4.2.Q Responsibility for Administration of Contracts: The County Official initiating the contract is responsibleforthe administration of the contract. Each contract will be assigned a contract