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<br />Special Condition #2 <br />CONTRACT REVIEW AND ApPROVAL FOR CONSULTANT AND PROFESSIONAL SERVICES <br /> <br />Form SC 2 <br /> <br />All contracts or group of contracts with a single vendor that are in excess of $15,000 must be submitted <br />to cm for approval prior to grantee obligating or expending any grant funds for contractual services. <br />Each contract should be transmitted by a letter signed by the Authorized Official named in the grant or <br />by the person designated to initiate grant adjustments and be accompanied by the following: <br /> <br />1. a brief narrative description of the procurement procedures used and an unequivocal statement <br />of which low compliant bid was selected; <br /> <br />2. a list of vendors requested to bid or respond (State agencies using the purchasing service of the <br />State Purchasing and General Services Commission are not exempted from this requirement. <br />Requests for Proposal (RFP) or Invitations for Bid (IFB) issued by the grantee to implement the <br />grant project are to provide notice to prospective bidders that the cm organizational conflict- <br />of-interest provision is applicable in that contractors who develop or draft specification, <br />requirements, statements of work., and/or RFPs for proposed procurement shall be excluded <br />from bidding or- submitting a proposal to compete for the -award of such contract/order.); <br /> <br />3. a copy of the public advertisement; <br /> <br />4. a copy of the RFP or the IFB, with specifications; <br /> <br />5. a copy of the awarded response. All other responses will be kept on file by the grantee. <br /> <br />6. a description of the selection process used to select the successful bidder, with a copy of the <br />evaluation of all proposals; <br /> <br />7. if only one response is received, an explanation of why only one response was received, and <br /> <br />8. if sole source procurement is necessary, (i.e., contract is awarded to any organization without <br />conducting a formal advertising and competitive bidding process or without soliciting proposals <br />from potentially qualified contractors) or if only one bid was received, the documents submitted <br />to cm must include an explanation for having selected the sole source contractor. The <br />explanation shall include the signature, title, and organization of the authorized official named in <br />the grant or of the person designated to initiate grant adjustments. An example of the <br />justification for sole source procurement is when there is only one existing service provider who <br />can perform or provide the required services or goods. Justification for sole source <br />procurement must be presented in a format according to the outline provided in this special <br />condition. <br /> <br />27 <br />em Forms Packet <br />Revised: July, 1997 <br />