Common use of Records and Monitoring Clause in Contracts

Records and Monitoring. 8.1. PUBLIC AGENCY agrees to maintain records adequate to document its performance and costs of carrying out this XXX at PUBLIC AGENCY’s offices. 8.2. Subject to additional requirements of section 8.3, PUBLIC AGENCY agrees to preserve the records for three fiscal years after receiving final payment under this XXX. 8.3. If an audit or information in the records is disputed or the subject of litigation, PUBLIC AGENCY agrees to preserve the records until the dispute or litigation is finally concluded, regardless of the ending or early termination of this contract. 8.4. Upon advance and reasonable notice to the PUBLIC AGENCY, CAPCOG is entitled to inspect and copy, during normal business hours at PUBLIC AGENCY’s offices where they are maintained, the records maintained under this contract for as long as they are preserved. CAPCOG is also entitled to visit PUBLIC AGENCY’s offices, talk to its personnel, and audit its records, all during normal business hours, to assist in monitoring its performance under this contract. 8.5. CAPCOG reserves the right to visit PUBLIC AGENCY’s offices to monitor performance of this contract at least during the performance period to ensure compliance with applicable law and policy. If CAPCOG exercises this option, it will provide PUBLIC AGENCY with a written monitoring report within 30 calendar days of the visit. The report will describe any compliance issues and schedule a follow-up visit if necessary. 8.6. CAPCOG agrees to notify PUBLIC AGENCY at least 24 hours in advance of any intended visit under this Section other than as described in Section 8.5. Upon receipt of CAPCOG’s notice, PUBLIC AGENCY agrees to notify the appropriate department(s) specified in the notice of CAPCOG’s intended visit.

Records and Monitoring. 8.1. PUBLIC AGENCY agrees to maintain records adequate to document its performance and costs of carrying out this XXX ILA at PUBLIC AGENCY’s offices. 8.2. Subject to additional requirements of section 8.3, PUBLIC AGENCY agrees to preserve the records for three fiscal years after receiving final payment under this XXX. 8.3. If an audit or information in the records is disputed or the subject of litigation, PUBLIC AGENCY agrees to preserve the records until the dispute or litigation is finally concluded, regardless of the ending or early termination of this contract. 8.4. Upon advance and reasonable notice to the PUBLIC AGENCY, CAPCOG is entitled to inspect and copy, during normal business hours at PUBLIC AGENCY’s offices where they are maintained, the records maintained under this contract for as long as they are preserved. CAPCOG is also entitled to visit PUBLIC AGENCY’s offices, talk to its personnel, and audit its records, all during normal business hours, to assist in monitoring its performance under this contract. 8.5. CAPCOG reserves the right to visit PUBLIC AGENCY’s offices to monitor performance of this contract at least during the performance period to ensure compliance with applicable law and policy. If CAPCOG exercises this option, it will provide PUBLIC AGENCY with a written monitoring report within 30 calendar days of the visit. The report will describe any compliance issues and schedule a follow-up visit if necessary. 8.6. CAPCOG agrees to notify PUBLIC AGENCY at least 24 hours in advance of any intended visit under this Section other than as described in Section 8.5. Upon receipt of CAPCOG’s notice, PUBLIC AGENCY agrees to notify the appropriate department(s) specified in the notice of CAPCOGXXXXXX’s intended visit.