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Procurement

General Guidelines

  • Any changes to the budget or program plans must be approved by ODCTE prior to procurement. For non-construction Federal awards, grant recipients must request prior approvals from ODCTE for the following program or budget-related reasons:
    • Change in the scope or the objective of the project or program (even if there is no associated budget revision requiring prior written approval).
    • The transfer of funds budgeted for participant support costs to other categories of expense.
  • When procuring property and services under a Federal award, a State must follow the same policies and procedures it uses for procurements from its non-Federal funds. 
  • All grant recipients must have and use documented procurement procedures, consistent with State, local, and tribal laws and regulations, and the standards of 2 CFR 200.
  • Avoid acquisition of unnecessary and duplicative items
  • Maintain records sufficient to detail procurement history.
  • All procurement transactions for the acquisition of property or services required under a Federal award must be conducted in a manner providing full and open competition consistent with the standards of § 200.319 and § 200.320
  • Take all necessary affirmative steps to assure that minority businesses, women's business enterprises, and labor surplus area firms are used, when possible.  § 200.321
    • For a list of verified businesses that meet these requirements, click here.  
  • Contractors
    • Subrecipients are responsible for providing oversight to ensure that contracts are properly executed according to contract 2 CFR 200.318(b)
    • Contractors over $50,000 must be registered in SAM.gov
  • If recipient does not have sufficient capital to operate on reimbursement basis, ODCTE may consider a working capital advance.
  • To request a budget and/or program plan revision request, please complete the ARPA Budget Revision Request form provided by ODCTE staff.

Procurement Guide

Last Modified on Oct 30, 2024