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I <br />which provide documentation of procurement action including the justification for sole or <br />single source or the negotiated method of procurement. The "cost plus a percentage of cost" <br />method of contracting shall not be used. <br />G. Letting of Purchase Contracts: All purchases of furniture, fixtures, equipment, materials <br />anti supplies for the project described in the approved application shall be made at the lowest <br />possible reasonable price. The Grantee agrees to adhere to the following requirements in <br />making such purchases: a) when the purchase will require more than $1,000 but less than <br />$2,500, informal bids shall be awarded to the lowest responsible bidder, taking into <br />consideration quality, performance and the time specified for performance, although if this <br />requirement is in conflict with Grantee county policy, that county policy maybe applied; b) <br />all other purchases shall be made through the Grantee's normal commercial- purchasing <br />procedures. The NCDOCCJPP reserves the right to establish the price or set the allowable <br />cost value of any items acquired by the Grantee 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 requirement <br />is legally advertised and bids are opened in public. At least two responsible bids must be <br />received and the lowest bid macst be accepted. Any vehicle purchase requires prior approval <br />of the NCDOCCJPP. Counties also have the option to make purchases under State contract. <br />All such purchases made with NCDOCCJPP grant funds must result in ownership by <br />the Grantee county of purchased items. <br />H. Year-End Expenditures: All expenditures must be made by Jayne 30, 2006 in order to be <br />reimbursed from fiscal yeas 2005-06 funds. The Grantee must request reimbursement <br />of funds spent in a grant year by August 15 following the last day of that grant year. <br />Any request for reimbursement made after August 15 will be paid from current year <br />grant funds, if such funds are available. Additionally, each Grantee shall submit by <br />1bTarch 31 of each year a summary of projected current grant year expenditures for <br />implementation and discretionary funds. <br />V. Allowable/Non-allowable Costs <br />A. Allowable Costs: The allowability of costs incurred under any grant shall be determined in <br />accordance with the general principles of allowability and standards set by the <br />NCDOCCJPP. If the allowability of an expenditure cannot be determined because records <br />or documentation are inadequate, the questionable cost shall be disallowed. <br />B. Expenses Not Allowable: The Grantee may not expend grant funds for the following: a} <br />items not part of the approved budget; b) indirect costs. The Grantee may not expend fiends <br />for the following unless specified in the Grantee's plan or application for funding and <br />approved by the NCDOCCJPP: a) construction or renovation of a facility, structure or <br />building; b) purchase of automobiles or vehicles; and c) purchase of buildings and associated <br />land or payment of real estate mortgages or taxes. The Grantee may not expend grant funds <br />Page 7---July 1, 2005 to June 30, 2006 <br />