Agenda - 11-05-2009 - 4k - Laserfiche WebLink

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10 At no time shall the Grantee request or have on hand funds in excess of the amount necessary for expenditure within the next ninety days. The balance of grant funds remaining after the completion of a prof ect as authorized in the approved application will automatically revert to the NCDOCCJPP account for unrestricted reallocation by the NCDOCCJPP as provided for in the Criminal Justice Partnership Act. E. Grant Adjustments The Grantee must obtain prior written approval-from the NCDOCCJPP for major project changes. These include, but are not limited to the following: a) changes of substance in project activities, designs, or research plans set forth in the approved application; b) changes or deviations which might alter the project scope or intent; c) changes in the project director and/or key professional personnel identified in the.approved application; d) changes in the approved budget with the exception of those changes permitted in accordance with provisions cited later in this section, and e) changes in the length of the grant period. Requests for budget amendments are to be submitted on the NCDOCCJPP Budget Amendment Forms. No equipment purchases or salary increases not included in the approved budget may be made without prior approval of NCDOCCJPP. The Grantee may deviate from quantities of equipment items in the approved budget as long as the total dollar amount of the equipment budget is not exceeded and the equipment is being purchased at the lowest possible reasonable price, provided written notification is submitted to the NCDOCCJPP prior to purchase. This notification shall be maintained in the project file by both the NCDOCCJPP and the Grantee. In changing the approved budget in the course of a grant year, the Grantee may not transfer a cumulative total of more than $10,000 or 10% of the total award amount, whichever is less, without prior approval of the NCDOCCJPP. This applies to transfers between, among or within the major budget categories. All changes in the approved budget must comply with CJPP policy and requirements in the grant award, and all portions of the grant contract. Requests for approval of budget amendments shall be made in, time to aIIow ten working days for staff review and consideration. Budget amendments may not be made after Juae 15 of the annual grant period. Transfers not requiring approval must be reported in regularly required financial reports. F. Procurement Standards and Procedures: Grantees shall meet the minimum requirements for procurement standards and procedures contained in State law as further limited in this paragraph. All items procured with NCDOCCJPP grant funds must be the property of the Grantee, not any of its employees or contractors. All procurement shall be accomplished by obtaining adequate and effective competition to the maximum practicable extent consistent with the value and specification of supplies and services to be produced. Publicly advertised procurement with sealed bids and public openings shall be the, preferred method. A system of contract administration shall be maintained to assure the following: 1) contractor conformity with the terms, conditions, and specifications of the contract purchase order and 2) adequate follow up of all deliveries. The Grantee must maintain procurement records°which provide documentation of procurement actionincluding- - - the justification for sole or single source or the negotiated method of procurement. The cost plus a percentage of cost method of contracting shall not be used. G. Letting of Purchase Contracts: All purchases of furniture, fixtures, equipment, materials and supplies for the project described in the approved application shall Page 6 ---July 1, 2009 to June 30, 2010