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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 finniture, 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 encumbrances must be made more than sixty days before <br /> the end of the grant year. Any encumbrances made fewer than sixty days before the last <br /> day of the current grant year will not be reimbursed from current year funds unless <br /> payment is made before the end of that year. All expenditures not resulting from <br /> encumbrances at least sixty days before the end of the grant period will be reimbursed with <br /> funds from the grant period in which the expenditure was made. The Grantee must <br /> request reimbursement of funds spent in a grant year within ninety days after the last day <br /> of that grant year. Any request for reimbursement made more than ninety days after the <br /> close of the grant year wM be paid from the subsequent year's grant funds, if such funds <br /> are 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 allowabihty 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 /> Page 7 — FY 1996-97 <br />