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8 <br />contract. Requests for approval of budget amendments shall be made in time to <br />allow ten working days for staff review and consideration. Budget amendments <br />may not be made after May 15 of the annual grant period. Transfers not requiring <br />approval must be reported in regularly required financial reports. <br />F. Procurement Standards and Procedures: Grantees shall meet the minimum <br />requirements for procurement standards and procedures contained in State law as further <br />limited in this paragraph. All items procured with NCDOCCJPP grant funds must be the <br />property of the Grantee, not any of its employees or contractors. All procurement shall be <br />accomplished by obtaining adequate and effective competition to the maximum practicable <br />extent consistent with the value. and specification of supplies and services to be produced. <br />Publicly advertised procurement with sealed bids and public openings shall be the <br />preferred method. A system of contract administration shall be maintained to assure the <br />following: 1) contractor conformity with the terms, conditions, and specifications of the <br />contract purchase order and 2) adequate follow up of all deliveries. The Grantee must <br />maintain procurement records which provide documentation of procurement action <br />including the justification for sole or single source or the negotiated method of <br />procurement. The "cost plus a percentage of cost" method of contracting shall not be <br />used. <br />G. Letting of Purchase Contracts: All purchases of furniture, fixtures, equipment, <br />materials and supplies for the project described in the approved application shall be made <br />at the lowest possible reasonable price. The Grantee agrees to adhere to the following <br />requirements in making such purchases: a) when the purchase will require more than <br />$1,000 but less than $2,500, informal bids shall be awarded to the lowest responsible <br />bidder, taking into consideration quality, performance and the time specified for <br />performance, although if this requirement is in conflict with Grantee county policy, that <br />county policy may be applied; b) all other purchases shall be made through the Grantee's <br />normal commercial purchasing procedures. The NCDOCCJPP reserves the right to <br />establish the price or set the allowable cost value of any items acquired by the Grantee <br />without compliance with these provisions. <br />All new vehicles purchased with project funds must follow formal bid procedures. This <br />procedure involves soliciting sealed bids from qualified sources of supply. The <br />requirement is legally advertised and bids are opened in public. At least two responsible <br />bids must be received and the lowest bid must be accepted. Any vehicle purchase requires <br />prior approval of the NCDOCCJPP. Counties also have the option to make purchases <br />under State contract. All such purchases made with NCDOCCJPP grant funds must <br />result in ownership by the Grantee county of purchased items. <br />Page 7- - -July 1, 1998 to June 30, 1999 <br />