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7 <br /> following: a) changes of substance in project activities, designs, or research plans set <br /> forth in the approved application; b) changes or deviations which might alter the project <br /> scope or intent; c) changes in the project director and/or key professional personnel <br /> identified in the approved application; d) changes in the approved budget with the <br /> exception of those changes permitted in accordance with provisions cited later in this <br /> section, and e) changes in the length of the grant period. -Requests for budget <br /> amendments are to be submitted on the NCDOCCJPP Budget Amendment Forms. No <br /> equipment purchases or salary increases not included in the approved budget may be <br /> made without prior approval of NCDOCCJPP. <br /> The Grantee may deviate from quantities of equipment items in the approved budget as <br /> long as the total dollar amount of the equipment budget is not exceeded and the <br /> equipment is being purchased at the lowest possible reasonable price, provided written <br /> notification is submitted to the NCDOCCJPP prior to purchase. This notification shall be <br /> maintained in the project file by both the NCDOCCJPP and the Grantee. In changing the <br /> approved budget in the course of a grant year, the Grantee may not transfer a cumulative <br /> total of more than $10,000 or 10% of the total award amount, whichever is less, without <br /> prior approval of the NCDOCCJPP. This applies to transfers between, among or within <br /> the major budget categories. All changes in the approved budget must comply with OPP <br /> policy and requirements in the grant award, and all portions of the grant contract. <br /> Requests for approval of budget amendments shall be made In time to allow ten <br /> working days for staff review,and consideration. Budget amendments may not be <br /> made after May 15 of the annual grant period. Transfers not requiring approval must <br /> 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 <br /> be accomplished.by obtaining adequate and effective competition to the maximum <br /> practicable extent consistent with the value and specification of supplies and services to <br /> be produced. Publicly advertised procurement with sealed bids and public openings shall <br /> be the preferred method. A system of contract administration shall be maintained to <br /> assure the following: 1) contractor conformity with the- terms, conditions, and <br /> specifications of the contract purchase order and 2) adequate follow up of all deliveries. <br /> The Grantee must maintain procurement records which provide documentation of <br /> procurement action including the justification for sole or single source or the negotiated <br /> method of procurement. The "cost plus a percentage of cost"-method of contracting shall <br /> not be 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 /> Page 6---July 1,2001 to June 30,2002 <br />