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8 <br /> advertised procurement with sealed bids and public openings shall be the preferred <br /> method. A system of contract administration shall be maintained to assure the following: <br /> (1) contractor conformity with the terms, conditions, and specifications of the contract <br /> purchase order and(2) adequate follow up of all deliveries. The Grantee must maintain <br /> procurement records which provide documentation of procurement action including the <br /> justification for sole or single source or the negotiated method of procurement. The `cost <br /> plus a percentage of cost" method of contracting shall not be used. <br /> F. 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; (b) all other purchases shall be made through the Grantee's normal <br /> commercial purchasing procedures. The North Carolina Department of Correction <br /> Criminal Justice Partnership Program reserves the right to establish the price or set the <br /> allowable cost value of any items acquired by the Grantee without compliance with these <br /> provisions. All new automobiles purchased with project funds must follow formal <br /> bid procedures. This procedure involves soliciting sealed bids from qualified sources <br /> of supply. The requirement is legally advertised and bids are opened in public. At <br /> least two responsible bids must be received and the lowest bid must be accepted. <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 North <br /> Carolina Department of Correction Criminal Justice Partnership Program. If the <br /> allowability of an expenditure cannot be determined because records or documentation are <br /> inadequate, the questionable cost shall be disallowed. <br /> B. Expenses Not allowable: The Grantees may not expend grant funds for the following: <br /> (a)items not part of the approved budget;(b)purchase of land;(c)purchase of buildings <br /> or payment of real estate mortgages or taxes,unless specifically provided for in the grant <br /> agreement;(d) entertainment;(e)purchase of automobiles or other automotive vehicles <br /> unless provided for in the grant agreement;(f) construction unless specified in the grant <br /> agreement; or(g)indirect costs. <br /> C. Personnel: All of the duties and services rendered or performed in the activity of this <br /> project will be under the Grantee's supervision, and all personnel engaged in the work <br /> shall be fully qualified and shall be authorized or permitted under federal, state, and local <br /> law to perform such services. Personnel costs shall not be allowable as costs to be <br /> financed in whole or in part with this grant award, unless the position or allowable <br /> 6 <br />