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14 <br /> ARTICLE VI —PROCUREMENT AND FINANCIAL MANAGEMENT: <br /> 1. All sole source contracts over $100,000 must be reviewed and approved by the Department prior to <br /> execution of a contract. This requirement must be passed on to all of the Contractor's subcontractors, at <br /> which point the Contractor will be responsible for reviewing and approving their subcontractors' sole <br /> source justifications. <br /> 2. All contracts with individual consultants that are not competitively bid, and where the consultant will be <br /> charging an excess of $450 per day (excluding travel and subsistence) must be approved by the <br /> Department before the contract is executed. This requirement must be passed on to all of the <br /> Contractor's subcontractors, at which point the Contractor will be responsible for reviewing and approving <br /> their subcontractors' contract. <br /> 3. No costs will be reimbursed in advance of their being incurred by the Contractor. <br /> 4. No costs will be reimbursed until the items have been received by the Contractor and invoiced by the <br /> vendor. <br /> 5. Each A-19 will be accompanied by a spreadsheet detailing the expenditures. Related financial documents <br /> and invoices must be kept on file by the Contractor and be made available upon request to the <br /> Department, and local, state, or federal auditors. <br /> 6. Requests for reimbursement of equipment purchases will include a copy of the vendor's invoice and <br /> packing slip or a statement signed and dated by the Contractor's authorized representative that states "all <br /> items invoiced have been received in good working order, are operational, and have been inventoried <br /> according to contract and local procurement requirements". <br /> 7. No travel or subsistence costs, including lodging and meals, reimbursed with federal funds may exceed <br /> federal maximum rates which can be found at http://www.gsa.gov. <br /> ARTICLE VII—EQUIPMENT MANAGEMENT: <br /> All equipment purchased under this contract, by the Contractor or a Subcontractor, will be recorded and <br /> maintained in the Contractor's equipment inventory system. <br /> 1. Upon successful completion of the terms of this contract, all equipment purchased through this contract <br /> will be owned by the Contractor, or a recognized sub-contractor/sub-grantee for which a contract, sub- <br /> grant agreement, or other means of legal transfer of ownership is in place. <br /> 2. The Contractor, or a recognized sub-contractor/sub-grantee, shall be responsible for any and all operation <br /> and maintenance expenses and for the safe operation of their equipment including all questions of liability. <br /> 3. The Contractor shall maintain equipment records that include: a description of the property; the <br /> manufacturer's serialnumber, model number, or other identification number; the source of the equipment, <br /> including the Catalog of Federal Domestic Assistance (CFDA) number; who holds title; the acquisition <br /> date; the cost of the equipment and the percentage of Federal participation in the cost; the location, use <br /> and condition of the equipment at the date the information was reported; and disposition data including the <br /> date of disposal and sale price of the property. <br /> 4. Records for equipment shall be retained by the Contractor for a period of six years from the date of the <br /> disposition, replacement or transfer. If any litigation, claim, or audit is started before the expiration of the <br /> six year period, the records shall be retained by the Contractor until all litigations, claims, or audit findings <br /> involving the records have been resolved. <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 /> DHS-FEMA-EMPG-FFY 10 Page 4 of 21 City of Everett Emergency Management <br /> E10-249 <br /> 83 <br />