Agenda - 10-01-2003-8g - Laserfiche WebLink

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which provide documentation of procurement action including the justification for sole or single source or the negotiated method of procurement. The ''cost plus a percentage of cost" method of contracting shall not be used. G. Letting of Purchase Contracts: All purchases of furniture, fixtures, equipment, materials and supplies for the project described in the approved application shall be made at the lowest possible reasonable price. The Grantee agrees to adhere to the following requirements in making such purchases: a) when the purchase will require more than $1.000 but less than $2.00, informal bids shall be awarded to the lowest responsible bidder, taking into consideration quality, performance and the time specified for performance, although if this requirement is in conflict with Grantee county policy. that county policy may be applied; b) all other purchases shall be made through the Grantee's normal commercial purchasing procedures. The NCDOCCJPP reserves the right to establish the price or set the allowable cost value of any items acquired by the Grantee without compliance with these provisions. _ All new vehicles purchased with project fiords must follow formal bid procedures. This procedure involves soliciting sealed bids from qualified sources of supply. The requirement is legally advertised and bids are opened in public. At least two responsible bids must be received and the lowest bid mzrst be accepted. Any vehicle purchase requires prior approval of the NCDOCCJPP. Counties also have the option to make purchases under State contract. All such purchases made with NCDOCCJPP grant funds must result in ownership by the Grantee county of purchased items. H. Year-End Expenditures: All expenditures must be made by Jame 30, 200 in order to be reimbursed from fiscal yea~~~-9~ funds. The Grantee must request reimbursement of funds spent in a grant ear ©~ugust 1~ following the last day of that grant year. Any request for reimbursement made after August 1~ will be paid from current year grant funds, if such funds are available. Additionally, each Grantee shall submit by March 31 of each year a summary of projected current grant year expenditures for implementation and discretionary funds. V. Allowable/Non-allowable Costs A. Allowable Costs: The allowability of costs incurred under any grant shall be determined in accordance with the general principles of allowability and standards set by the NCDOCCJPP. If the allowability of an expenditure cannot be determined because records or documentation are inadequate, the, questionable cost shall be disallowed. B. Expenses Not Allowable: The Grantee may not expend grant funds for the following: a) items not part of the approved budget; b) indirect costs. The Grantee may not expend funds for the following unless specified in-the Grantee's plan or application for funding and approved by the NCDOCCJPP: a) construction or renovation of a facility, structure or building; b) purchase of automobiles or vehicles; and c) purchase of buildings and associated land or payment of real estate mortgages or taxes. The Grantee may not expend grant funds Page 7---July 1, 2003 to June 30, 2004