Common use of Responsibility of the Recipient Clause in Contracts

Responsibility of the Recipient. 1. The recipient is responsible and accountable for the management, control and use of all property furnished or acquired under the award. 2. In accordance with the award specific terms and conditions of the award and with 2 CFR § 200.313, the recipient must maintain complete property and financial records and accounts pertaining to property furnished or acquired under the award. 3. The recipient must account for all Federally-owned property not consumed in the performance of the award until relieved of such responsibility. The recipient must furnish to the cognizant NSF Program Officer and the NSF Property Administrator all data necessary to substantiate any request for discharge from this responsibility. 4. The recipient must inform the cognizant NSF Program Officer and the NSF Property Administrator in writing when inventoried Federally-owned property for which the recipient is responsible is located at a place other than the recipient’s location and is not being used in connection with the work under the award. 5. The recipient must report any loss or destruction of, or damage to, government valuables in shipping per the Claims Pursuant to the Government Losses in Shipment Act, 31 CFR § 361. This includes shipment inspections, record keeping, reporting of any loss, and claims for replacement. (a) Whenever the recipient ships Federally-owned property, including scientific equipment or related works, such shipments may be subject to coverage of valuables under the Government Losses in Shipment Act. Accordingly, the recipient must follow the steps provided at 31 CFR §§ 361.4 through 361.6. Should event of loss, destruction or damage occur, the recipient will promptly notify NSF and provide sufficient information for NSF to file such report(s) and make such claim(s) as identified at 31 CFR §§ 361.7 through 361.9. (b) In preparing shipments consistent with 31 CFR § 361.4, the recipient must ensure that: (i) each shipment is inspected and verified by two responsible employees before final preparation (i.e., before sealing, locking, etc.) for delivery to the person, corporation or other entity effectuating the shipment; and (ii) shipment will be finally prepared for delivery in the presence of the two employees and before leaving their immediate control. (c) If strict compliance with the provisions at (b) is impossible or impracticable, the recipient will ensure that administrative officers have made adequate provision, through the establishment of accounting controls or otherwise, for the maintenance of basic records, which will enable them to prove the extent of loss, destruction, or damage in connection with a claim. (d) The requirements of shipments under (b) and (c) apply irrespective of the carrier or method of transportation employed in making the shipments. (e) In accordance with 31 CFR § 361.5, the recipient must ensure that a record of each shipment is maintained to include: (i) the name and address of the consignee designated to receive the shipment; (ii) a complete description of the contents of the shipment; (iii) the replacement value of the shipment; (iv) the registry number or the lock and rotary numbers, if any, under which shipped; (v) the number of the registry receipt, or other receipt of the carrier; (vi) the date and hour of delivery to the carrier; (vii) a record of the signatures of the employees who verified the contents of the package and witnessed its sealing; (viii) a record of the signature(s) of the employee(s) who thereafter had custody of the package until it was delivered to the carrier for shipment; and (ix) the name of the carrier. The recipient must preserve, until assured that shipment has been completed and no claims action will be initiated, all registry receipts or other carriers’ receipts, and other documents incidental to the shipments.