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1 ? <br /> 4. 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 Sub-grantee and be made available"upon request to the <br /> Department, and local, state, or federal auditors. <br /> 5. 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 Sub-grantee's authorized representative that states <br /> "all items invoiced have been received in good working order, are operational, and have been inventoried <br /> according to Grant Agreement and local procurement requirements". <br /> 6. 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 /> 1. The Sub-grantee or a SubSub-grantee shall submit all proposed equipment purchases to the Committee <br /> on Homeland Security, Subcommittee on Equipment to ensure that the requested equipment is on the <br /> Authorized Equipment List, is aligned with the statewide equipment purchasing strategy, andmeets all. <br /> statewide interoperability and standardization requirements. No reimbursement for equipment costs will <br /> occur until the appropriate approvals have been obtained. <br /> 2. All equipment purchased under this Grant Agreement, by the Sub-grantee or a subSub-grantee, will be <br /> recorded and maintained in the Sub-grantee's equipment inventory system, unless specific de-obligated <br /> funds are contracted directly between a county, or other entity, and the State, in which case the contracted <br /> county maintains the equipment records. . . <br /> • <br /> 3. Upon successful completion of the terms of this Grant Agreement, all equipment purchased through this <br /> Grant Agreement will be owned by the Sub-grantee, or a recognized subSub-grantee/subgrantee for <br /> which a Grant Agreement, subgrant agreement, or other means of legal transfer of ownership is in place. <br /> 4. The Sub-grantee, or a recognized subSub-grantee/sub-contractor, shall be responsible for any and all <br /> operation and maintenance expenses and for the safe operation of their equipment including all questions <br /> of liability. . <br /> 5. 'The Sub-grantee shall maintain equipment records that include: a description'of the equipment; the <br /> manufacturer's serial number, model number, or other identification number; the source of the equipment, <br /> including the Catalogue 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 equipment. ' <br /> 6. Records for equipment shall be retained by the Sub-grantee 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 Sub-grantee until all litigations, claims, or audit <br /> findings involving the records have been resolved. . <br /> 7. For the purpose of inventory and disposal of equipment purchased under this Grant Agreement the. 44 <br /> CFR Section 13.3 definition ofequipment will be used. It defines equipment as a tangible, . <br /> nonexpendable, personal property having a useful life of more than one year and an acquisition cost of <br /> $5,000 or more per unit. This definition will be used for equipment purchased with Grant funds, unless <br /> local or state regulations are more restrictive. <br /> 8. The Sub-grantee 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 Sub-grantee to determine <br /> the cause of the difference. The Sub-grantee shall, in connection with the inventory, verify the.existence, <br /> current utilization, and continued need for the equipment. . . _ <br /> 9. The Sub-grantee 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 /> 1.0. The Sub-grantee will develop adequate maintenance procedures to keep the equipment in good condition. <br /> 11. If the Sub-grantee is authorized or required to sell the equipment, proper sales procedures must be <br /> established to ensure the highest possible return. <br /> • BZPP 2010 • 1 �ge 4 of 19 • <br /> Everett Police Department <br /> E12-215 <br />