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9 <br /> definition will be used for equipment purchased with contract funds, unless local or state regulations are <br /> more restrictive. <br /> 9. The Contractor shall take a physical inventory of the equipment and reconcile the results with the <br /> equipment records at least once every two years. Any differences between quantities determined by the <br /> physical inspection and those shown in the records shall be investigated by the Contractor to determine the <br /> cause of the difference. The Contractor shall, in connection with the inventory, verify the existence, current <br /> utilization, and continued need for the equipment. <br /> 10.The Contractor shall develop a control system to ensure adequate safeguards to prevent loss, damage, <br /> unauthorized use and theft of equipment, to include small and attractive items. Any loss, damage or theft <br /> shall be investigated and a report generated. <br /> 11.The Contractor will develop adequate maintenance procedures to keep the equipment in good condition. <br /> 12. If the Contractor is authorized or required to sell the equipment, proper sales procedures must be <br /> established to ensure the highest possible return. <br /> 13.When original or replacement equipment is no longer needed for the original project or program or for other <br /> activities currently or previously supported by a Federal agency, disposition of the equipment will be made <br /> as follows: <br /> • 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 /> • 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 /> 14. Equipment purchased with funds from DHS grant programs should be marked with "Purchased with funds <br /> provided by the U.S. Department of Homeland Security"whenever possible. <br /> 15.As a subrecipient of federal funds, the Contractor must pass on equipment management requirements that <br /> meet or exceed the requirements outlined above for all subcontractors, consultants, and subrecipients who <br /> receive pass-through funding from this contract. <br /> ARTICLE IX—SUBRECIPIENT MONITORING <br /> The County will monitor the activities and equipment acquisition of the Contractor from award to closeout and <br /> for the life of equipment purchased under this contract. The goal of the County's monitoring activities will be to <br /> ensure that agencies receiving federal pass-through funds are in compliance with federal and state audit <br /> requirements, federal grant guidance, and applicable federal and state financial regulations. <br /> The County's monitoring activities may include, but are not limited to: <br /> • review of performance reports and documentation of contract deliverables completion; <br /> • documentation of phone calls, meetings, e-mails and correspondence; <br /> • review of reimbursement requests to ensure allowability and consistency with contract budget and <br /> contract deliverables; <br /> • observation and documentation of contract related activities, such as planning, exercises, training, <br /> funded events and equipment demonstrations; <br /> • on-site visits to review equipment records and inventories, to verify source documentation for <br /> reimbursement requests and performance reports, and to verify completion of deliverables. <br /> As a subrecipient of federal funds, the Contractor is required to meet or exceed the monitoring activities, as <br /> outlined above, for all subcontractors, consultants, and subrecipients who receive pass-through funding from <br /> this contract. <br /> E11-093 SHSP-2010 Page 5 oQl4 City of Everett <br />