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30 <br /> C Po <br /> agencies. These audits comply with OMB Circular A-133. Auditor issues reports at the completion of <br /> the audits. Sub-recipients who are private non-profit organizations or private for-profit firms are <br /> required to obtain audits of their expenditures and operations annually by an independent audit <br /> firm if their agency has expended in excess of$500,000 in the Federal fiscal year. The audit firm is <br /> instructed by the sub-recipient to send a copy of the report to the City of Durham the year after <br /> they incur grant-related expenditures. NCDOT's Audit Office shall review the audit reports for <br /> compliance with OMB Circular A-110,A-122, and A-133. Any questions raised by the Audit Office <br /> must be resolved by the sub-recipient and the audit firm preparing the audit report. <br /> nose O u t <br /> For internal financial reasons, the City of Durham closes projects several months after reimbursing <br /> the sub-recipient for the last of its eligible expenditures. The process is one of the following: <br /> a) Verification by the City of Durham with the sub-recipient's representative that all project <br /> expenditures have been incurred and reimbursed, or <br /> b) All funding available in the sub-recipient agreement has been reimbursed, or <br /> c) The project has come to the end of its 3-year term (operating projects). <br /> Capital assistance has a term equivalent to the useful life of the equipment purchased, which may <br /> be up to twelve years after acceptance of the equipment. The DCHC MPO may amend or terminate <br /> capital assistance agreements when project equipment is transferred between sub-recipients <br /> before its useful life has been reached. Operating assistance agreements have a term of 36 months <br /> and are not extended or closed prior to the end date of the agreement. <br /> Procurement <br /> Purchasing equipment under the 5310 grant program may be conducted directly by the sub- <br /> recipients. Sub-recipients that are governmental transit entities (such as DATA or Chapel Hill <br /> Transit) will have different procurement processes. These types of entities may participate in <br /> NCDOT's coordinated bid process (with NCDOT oversight). The role of NCDOT and the City of <br /> Durham is to assure purchases are made competitively and in compliance with federal procurement <br /> policies. NCDOT requires that all bid documents and specifications prepared by the sub-recipients <br /> be submitted for review and approval prior to seeking bids for equipment, to assure compliance <br /> with Federal standards. <br /> The DCHC MPO will provide procurement oversight for non-governmental transit entities (private <br /> non-profits or for-profit businesses). The role of DCHC MPO is to assure purchases are made <br /> competitively and in compliance with federal procurement policies. Purchases of equipment by sub- <br /> recipients are required to abide by the Buy America and Disadvantaged Business Enterprise (DBE) <br /> provisions. DCHC MPO requires that all bid documents and specifications prepared by the sub- <br /> recipients be submitted for review and approval prior to seeking bids for equipment, to assure <br /> compliance with Federal standards. <br /> Property Management <br /> The DCHC MPO shall design and maintain a database that contains all equipment inventory records. <br /> The information in the database shall include, but is not limited to the sub-recipient's name, <br /> address and phone number; date accepted; equipment purchased; identification/model numbers; <br /> vehicle equipment is attached to; federal grant number and state agreement number; federal <br /> Approved by DCHC MPO TAC 6.11.14 Page 17 <br />