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a <br /> 9 <br /> e <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 <br /> to be produced. Publicly advertised procurement with sealed bids and public <br /> openings shall be the preferred method. A system of contract administration shall be <br /> maintained to assure the following: 1) contractor conformity with the terms, conditions, <br /> and specifications of the contract purchase order and 2) adequate follow up of all <br /> deliveries. The Grantee must maintain procurement records which provide documentation <br /> of 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 <br /> shall 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 /> 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. <br /> This 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 <br /> responsible bids must be received and the lowest bid must be accepted. Any vehicle <br /> purchase requires prior approval of the NCDOCCJPP. Counties also have the option <br /> to make purchases under State contract. All such purchases made with NCDOCCJPP <br /> grant funds must result in ownership by the Grantee county of purchased items. <br /> H. Year-End Expenditures: All expenditures must be made by June 30, 1998, in order to be <br /> reimbursed from fiscal year 1997-98 funds. Encumbrances that result in payment in the <br /> ensuing fiscal year will be made with that year's funds. The Grantee must request <br /> reimbursement of funds spent in a grant year within ninety days after the last day of that <br /> grant year. Any request for reimbursement made more than ninety days after the close of <br /> the grant year will be paid from the subsequent year's grant funds, if such funds are <br /> available. <br /> V. Allowable/Non-allowable Costs <br /> A. Allowable Costs: The allowability of costs incurred under any grant shall be determined <br /> in accordance with the general principles of allowability and standards set by the <br /> Page 7---July 1, 1997 to June 3 0, 1998 <br />