Reso 2012-1890 - Laserfiche WebLink

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property management system, project costs associated with the acquisition of the property may be disallowed. C. Loss. DamaQe or Theft of EQuioment. The Provider is responsible for replacing or repairing any property which is willfully or negligently lost, stolen, damaged or destroyed. Any loss, damage, or theft of the property must be investigated and fully documented and made part of the official project records. D. Eouipment Acquired with Crime Control Act Block/Formula Funds. EqUipment acquired shall be used and managed to ensure that the equipment is used for criminal justice purposes. E. ManaQement. The Provider's procedures for managing equipment (including replacement), whether acquired in whole or in part with project funds, will, at a minimum, meet the following requirements: 1) Property records must be maintained which include description of property, serial number or other identification number, source of the properly, identification of who holds the tille, acquisition date, costs of the property, percentage of County participation in the cost of the property (Federal funds), location of property, use and condition of the properly, disposition data including the date of disposal and sale price; 2) a physical inventory of the property must be taken and the results reconciled with the properly records at least once every two (2) years; 3) a control system must exist to ensure adequate safeguards to prevent loss, damage or theft of the property. Any loss, damage, or theft shall be investigated by the Provider as appropriate; 4) adequate maintenance procedures must exist to keep the property in good condition; and 5) if the Provider is authorized or required to sell the property, proper sales procedures must be established to ensure the highest possible retum. F. Retention of Prooertv Records. Records for equipment, nonexpendable personal property, and real property shall be retained for a period of three (3) years from the date of the disposition or replacement or transfer at the discretion of the County. If any litigation, claim, or audit is started before the expiration of the three-year period, the records shall be retained until all litigation, claims, or audit findings involving the records have been resolved. XIX. RECORDS, REPORTS. MONITORING AUDITS. AND EVALUATION STUDIES. The Provider shall keep records of program services in sufficient detail to provide any reports that may be requested by the County. A. Records. All program records will be retained by the Provider for not less than three (3) years beyond the term of this Contract. In accordance with contract requirements from the State of Florida, records for the MDCACP Countywide Prisoner Processing Project services must reflect: 1. The names of staff providing services as described in Attachment A. 2. The dates and number of hours the staff provided services. 3. The dates of services and activities and the names of program participants in attendance to such as described in Attachment A. 4. The records of all other program services provided under this Contract. Page 8 of 14