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<br />Special Condition #1 <br /> <br />EQUIPMENT REVIEW AND APPROVAL <br />Applies to Fund 421 & TNCP <br /> <br />Prior to obligating or expending grant funds for equipment purchases in excess of$15,000, grantee shall <br />submit the following documentation to 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 (lFB) 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 (Local <br />Govenunent Code). <br /> <br />Requests for proposal or invitations for bid issued by tbe'grantee'ot asubgrantee 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 de,velop 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 of the General Services Commission are to exempted from <br />submitting bidding documentation to cm for review and approval prior to purchasing equipment. This <br />requirement is especially important when only one compliant bid is received. <br /> <br />35 <br />