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<br />~ <br /> <br />Form SC 1 <br /> <br />Special Condition #1 <br /> <br />EQUIPMENT REVIEW AND APPROVAL <br /> <br />Prior to obligating or expending grant funds for equipment purchases or a combination of purchases <br />from a single vendor that are in excess of $15,000, grantee shall submit the following documentation to <br />the Criminal Justice Division for review and approval. <br /> <br />1. Documents must be transmitted by a letter signed by the authorized official named in the <br />grant or by the person designated in the "Grantee Acceptance Notice" to initiate grant <br />adjustments. <br /> <br />2. A brief narrative description of the procurement procedures used. <br /> <br />3. An unequivocal statement of which low compliant bid was selected. <br /> <br />4. A list of vendors requested to bid or respond. <br /> <br />5. A copy of the public advertisement. <br /> <br />6. A copy of the Request for Proposal (RFP) or the Invitation for Bid (IFB) with bid <br />specifications. <br /> <br />7. One copy of the awarded bid. All other responses will be kept on file by the grantee. <br /> <br />8. Bid tabulation sheet. <br /> <br />9. When a grantee does not accept the apparent low bid, a description of the selection process <br />used to select the successful bidder, with a copy of the evaluation of all proposals. The <br />transmittal letter must state the reasons why a bid is rejected when a higher bid is selected. <br /> <br />10. A copy of sales/purchase contract, if applicable. <br /> <br />"A grantee, must at a minimum, comply with its own procurement procedures and state statutes (L.ocal <br />Government Code). <br /> <br />Requests for proposal or invitations for bid issued by the grantee or a subgrantee to implement the grant <br />or subgrant project are to provide notice to prospective bidders that the cm organizational conflict of <br />interest provision is applicable in that contractors who develop or draft specifications, requirements, <br />statements of work and/or RFPs for a proposed procurement shall be excluded from bidding or <br />submitting a proposal to compete for the award of such procurement. <br /> <br />State agencies using the purchasing services oHhe General Services Commission are to exempted from <br />submitting bidding documentation to em for review and approval prior to purchasing equipment. This <br />requirement is especially important when only one compliant bid is received. <br /> <br />30 <br />CJD Fonns Packet <br />Revised: September, 1997 <br />