Orange County NC Website
29 <br />e. Proposed pracuremants are to be reviewed to avoic the purchase of unnecessa*y ar <br />duplicative items. U'Jhere appropriate, an anafysiQ shall b2 trade of tease anct <br />purchase alternatives to determine which would be the most economical: practical <br />procurement. <br />f. 141ak~.3 positive Eitarts to assure #hat small businesses, ~ninarity owned -arms: and <br />won-en's business enterprises are used vrhen po3sible. <br />h. The type cf procurement instrument used, e_g.; fixed price contracts, cast <br />reimbursab<e contracts; incentive contracts. purchase orders, will be ti2termined by <br />grantee: but must be appropriate for the particular procurement and Fvr Prornating the <br />best interest of the program inrt~lved. The "cost CIuS a percentage of cost'' or the <br />"Ferc~rttage of construction cost" methods shaEl,~ot be used. <br />i. Contracts vrill be made only with responsible contractors ~uho possess the potential <br />ability to perform su:•cessfully under the terms and conditions of a proposed <br />procurement- Considcrafion should ba given to such matters as aonirac#ar integrity, <br />the record of past Ferformancv, ftnanciat and technical resources ar access to otha~ <br />necessary resources. <br />j. Some farrrti of price or cost anaiy3is should be made in connection writh every <br />procuremen# action. Price analysis may i3e accc~rnplished in various ways, including <br />the comparison of price quotations submitted, market prices rarl:! similar i~idicia: <br />together with discounts. Cost analysts Is the review and euaiuation of each elern~ant v1 <br />cast ;:a determine reasonableness, alloCr~brlity, and a'lowability. <br />k. ftirlaintair records sufficien# to detail the significant history of procursrnent. Thiese <br />records will Include, but are not necessarily limited to the following: rationale fa the <br />method at procurement, Selection of cxmtract type, Contractor selection or rejection. <br />and ttrc~ basis for contract price. <br />I. All negotiated contracts over $14,000 must lncluda a provision requiring the <br />contractor to maintain books. records: documents, and other evidence pertinent tc <br />performance un:i~r the contract in acGOrdance tivittt generally accepted accounting <br />principles and practices: consistently applied. In addition, they must provide for <br />access to these racords by USDA, the Comptroller General of the Jnited St2~#es. the <br />State Agency. or their duly authorized representatives. for the purpose of insooction, <br />audit: and copying d;~ring normal business hours. Retention per?c•ds for cantracto- <br />records are the same as those required For the grantee. <br />9. Consultants <br />The Agency time cheat anc time sheet co~~er page shall be submitted far alt iraurs vrortted <br />rotative to this grant project, accomparr}ping salary related expenciture dacumen!ation shall <br />also subrni:ted along with the other time related docurnenis. <br />a. Charges for consulting payments must be supportzd in the records of the Grantee or <br />cost type contractor by an invoice fra~rt the consu'tant and a cagy of the written rcpr.~rt <br />(if a report is appropriate? or other documented ev dencP of the work performod from <br />the consultant. <br />b. The follo•vving information must be i~icluded on d!! request far payments, whether in <br />the farm of invoi€:cs or memorandums. subr~nitted by Consultants or cast-type <br />Contractors for reir.-~~aursement by Ehe Grantee- Any type of requests for payment <br />must 17e signed by an offcial of the cc~rtsultant or the cost-type contractor and provide <br />the FoPowing information: <br />(1) Tl^e name of the consultant; <br />(2) The nature of the services provided (such as slabs:ical analysis of <br />data, participation on project advisory committee: eta.): <br />~a <br />