2014/07/16 Council Agenda Packet

ARTICLE IV — REPORTING REQUIREMENTS 1. The Subgrantee shall submit a reimbursement request by July 10th and January 10th to assist the County in the preparation of the Region 1 bi-annual progress reports as indicated in the Milestone Timeline. 2. The Subgrantee shall submit a Grant Funded Typed Resource Report by July 10th and January 10th as indicated in the Milestone Timeline. 3. The Subgrantee shall submit a final report describing completed activities under this Grant Agreement within 10 days of Grant Agreement End Date. ARTICLE V — EQUIPMENT MANAGEMENT All equipment purchased under this Grant Agreement, by the Subgrantee or a contractor, will be recorded and maintained in the Subgrantee's equipment inventory system. 1. Upon successful completion of the terms of this Grant Agreement, all equipment purchased through this Grant Agreement will be owned by the Subgrantee, or a recognized sub - recipient for which a contract, sub -Grant Agreement, or other means of legal transfer of ownership is in place. 2. The Subgrantee, or a recognized Subgrantee/sub-contractor, shall be responsible for any and all operational and maintenance expenses and for the safe operation of their equipment including all questions of liability. The Subgrantee shall develop appropriate maintenance schedules and procedures to ensure the equipment is well maintained and kept in good operating condition. 3. The Subgrantee shall maintain equipment records that include: a description of the property; the manufacturer's serial number, model number, or other identification number; the source of the equipment, including the Catalogue of Federal Domestic Assistance (CFDA) number; who holds title; the acquisition date; the cost of the equipment and the percentage of Federal participation in the cost; the location, use and condition of the equipment at the date the information was reported; and disposition data including the date of disposal and sale price of the property. 4. Records for equipment shall be retained by the Subgrantee for a period of six years from the date of the disposition, replacement or transfer. If any litigation, claim, or audit is started before the expiration of the six year period, the records shall be retained by the Subgrantee until all litigation, claims, or audit findings involving the records have been resolved. 5. The Subgrantee shall take a physical inventory of the equipment and reconcile the results with the property records at least once every two years. Any differences between quantities determined by the physical inspection and those shown in the records shall be investigated by the Subgrantee to determine the cause of the difference. The Subgrantee shall, in connection with the inventory, verify the existence, current utilization, and continued need for the equipment. 6. The Subgrantee shall develop a control system to ensure adequate safeguards to prevent Toss, damage, and theft of the property. Any loss, damage or theft shall be investigated and a report generated and sent to the County. 7. If the Subgrantee is authorized or required to sell the property, proper sales procedures must be established and followed to ensure the highest possible return. 8. When original or replacement equipment is no longer needed for the original project or program or for other activities currently or previously supported by a Federal agency, disposition of the equipment will be made as follows: a. Items of equipment with a current per -unit fair market value of less than $5,000 may be retained, sold or otherwise disposed of by the Subgrantee with no further obligation to the awarding agency. b. Items of equipment with a current per -unit fair market value of more than $5,000 may be retained or sold and the Subgrantee shall compensate the Federal -sponsoring agency for its share. SHSP-FFY 12 Page 4 of 25 E13-152 — Everett -DEM 43