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1 ) <br /> 5. The Contractor shall take a physical inventory of the equipment and reconcile the results with the property <br /> records at least once every two years. Any differences between quantities determined by the physical <br /> inspection and those shown in the records shall be investigated by the Contractor to determine the cause <br /> of the difference. The Contractor shall, in connection with the inventory, verify the existence, current <br /> utilization, and continued need for the equipment. <br /> 6. The Contractor shall develop a control system to ensure adequate safeguards to prevent loss, damage, <br /> and theft of the property. Any loss, damage or theft shall be investigated and a report generated. <br /> 7. The Contractor will develop adequate maintenance procedures to keep the property in good condition. <br /> 8. If the Contractor is authorized or required to sell the property, proper sales procedures must be <br /> established to ensure the highest possible return. <br /> 9. When original or replacement equipment is no longer needed for the original project or program or for <br /> other activities currently or previously supported by a Federal agency, disposition of the equipment will be <br /> made as follows: <br /> a. Items of equipment with a current per-unit fair market value of less than $5,000 may be retained, sold <br /> or otherwise disposed of by the Contractor with no further obligation to the awarding agency. <br /> b. Items of equipment with a current per-unit fair market value of more than $5,000 may be retained or <br /> sold and the Contractor shall compensate the Federal-sponsoring agency for its share. <br /> 10. As sub-grantees of federal funds the Contractor must pass on equipment management requirements that <br /> meet or exceed the requirements outlined above for all sub-contractors, consultants, and sub-grantees <br /> who receive pass-through funding from this contract. <br /> ARTICLE VII — SUBRECIPIENT MONITORING <br /> The Department will monitor the activities of the Contractor from award to closeout and for the life of equipment <br /> purchased under this contract. The goal of the Department's monitoring activities will be to ensure that <br /> _agencies receiving federal pass-through funds are in compliance with federal and state audit requirements, <br /> federal grant guidance, applicable federal and state financial guides, as well as OMB Circular A-133 and A-122 <br /> where applicable. <br /> Monitoring activities may include: <br /> • review of performance reports; <br /> • monitoring and documenting the completion of contract deliverables; <br /> • documentation of phone calls, meetings, e-mails and correspondence; <br /> • review of reimbursement requests to insure allowability and consistency with contract budget; <br /> • observation and documentation of contract related activities, such as exercises, training, funded events <br /> and equipment demonstrations; <br /> • on-site visits to review equipment records and inventories, verify source documentation for <br /> reimbursement requests and performance reports and verify completion of deliverables. <br /> As a sub-grantee of federal funds the Contractor is required to meet or exceed the monitoring activities, as <br /> outlined above, for all sub-contractors, consultants, and sub-grantees who receive pass-through funding from <br /> this contract. <br /> ARTICLE VIII — ENVIRONMENTAL AND HISTORIC PRESERVATION <br /> The contractor shall ensure full compliance with FEMA's Environmental and Historic Preservation (EHP) <br /> Program. Information about these requirements can be found on pages 14-15 of the EMPG FFY08 Program <br /> Guidance located at http://www.fema.qov/emergency/empq/empq.shtm or on FEMA's website at <br /> http://www.fema.gov/plan/ehp/ehp-applicant-help.shtm. <br /> n <br /> DHS-EMPG-FFY 08 Page 4 of 24 City of Everett Emergency Managerrfent <br /> E08-307 <br />