E22-304 Kittitas County FY22-23SECO Equip

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SECO County EQUIPMENT Contract Page 5 of 16 KITTITAS COUNTY, E22-304 Financial Reports #/Copies Completion Date Expense Reports 1 No later than 30 days following the end of the month Mid-Year Budget Review 1 January 31, of each year SECO Equipment Grant – Quarterly 4/8 Required quarterly (every three months) Progress Report Final Reimbursement Request 1 July 31, 2023 All contract work must not start prior to July 1, 2021, and must be delivered, installed, completed, and accepted by June 30, 2023. The COUNTY may submit the final report by July 31, 2023, as described above. Final billing not received by July 31, 2023, will not be processed. F. Reallocation of Funds: The COUNTY is allowed to reallocate funds within the equipment category as needed. Budget categories are as specified or defined on the budget sheet of the Contract. Any changes to budget categories other than in compliance with this paragraph will not be reimbursed. G. Compliance with Law: The COUNTY will comply with all state and federal laws applicable to counties. H. Equipment Management: All equipment purchased under this Contract by the COUNTY will be recorded and maintained in the COUNTY’s equipment inventory system. 1. All equipment purchases reimbursed through this Contract will be owned by and will be the sole responsibility of the COUNTY. 2. The COUNTY shall be responsible for any and all operational and maintenance expenses and for the safe operation of its equipment, including any and all liability rising for the equipment’s use. The COUNTY shall develop an appropriate maintenance schedule and procedure to ensure the equipment is well maintained and kept in good operating condition, for the purpose of reducing the need for future reimbursements from the state 911 Account. 3. The COUNTY shall maintain equipment records that include the following: a description of the property; the manufacturer’s serial number, model number, or other identification number; the source of the equipment; the property’s title holder; the acquisition date; the cost of the equipment; 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 COUNTY for a period of six years from the date of the equipment’s disposition, replacement, or transfer. If any litigation, claim, or audit commences before the expiration of the six-year period, the records shall be retained by the COUNTY until all litigation, claims, or audit findings involving the records have been resolved. 5. The COUNTY 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 COUNTY to determine the cause of the difference. The COUNTY shall, in connection with the inventory, verify the existence of the equipment, current utilization of the equipment, and continued need for the equipment by the COUNTY. 6. The COUNTY shall develop a control system to ensure adequate safeguards to prevent loss, damage, and theft of the property. Any loss, damage or theft shall be investigated, and a report generated and sent to the DEPARTMENT. I. Responsibility for Project/Statement of Work/Work Plan: While the DEPARTMENT undertakes to assist the COUNTY with the project/statement of work/work plan (project) by providing state excise tax funds pursuant to this Contract, the project itself remains the sole responsibility of the COUNTY. The DEPARTMENT accepts no responsibility to the COUNTY, or to any third party, other than as is expressly set out in this Contract. The responsibility for the design, development, construction, implementation, operation, and maintenance of the project, as these phrases are applicable to this project, is solely that of the