Jerome Joint School District No. 261

FINANCIAL MANAGEMENT 7400P1

Federal Award Requirements

In addition to its other policies and procedures regarding procurement, the District shall adhere to the following

requirements for Federal awards:

1. Ensure that all solicitations incorporate a clear and accurate description of the technical requirements for

the material, product, or service to be produced, and set forth those minimum essential characteristics

and standards to which the material, product, or service must conform. The District will identify all

requirements which bidders must fulfill and all other factors to be used in evaluating bids or proposals.

2. Prohibit the use of statutorily or administratively imposed state, local, or tribal geographical preferences

in the evaluation of bids or proposals, except in cases where applicable federal statutes expressly

mandate or encourage geographic preference. When contracting for architectural and engineering

services, geographic location may be a selection criterion provided its application leaves an appropriate

number of qualified firms, given the nature and size of the project, to compete for the contract

3. Provide a written method for conducting technical evaluations of the proposals received and for selecting

recipients, including factors considered for the evaluation; who performs the evaluation, the number of

evaluations performed, the timeframe for conducting any evaluations, and the selection of a vendor and

whether another position reviews the evaluation.

4. Maintain oversight to ensure that contractors perform in accordance with the terms, conditions, and

specifications of their contracts or purchase orders.

5. Avoid acquiring unnecessary or duplicative items;

6. Consider consolidating or breaking out procurements to obtain a more economical purchase. Where

appropriate, an analysis will be made of lease versus purchase alternatives and any other appropriate

analysis to determine the most economical approach.

7. Maintain a list of prequalified persons, firms, or products which are used in acquiring goods and services,

and include enough qualified sources to ensure maximum open and free competition.

8. Award contracts only to responsible contractors possessing the ability to perform successfully under the

terms and conditions of the proposed procurement. Consideration will be given to such matters as

contractor integrity, compliance with public policy, record of past performance, and financial and

technical resources.

9. Maintain records sufficient to detail the history of procurement. These records will include:

A. Rationale for the method of procurement;

B. Selection of contract type;

C. Contractor selection or rejection; and

D. The basis for the contract price.

10. The use of a time and materials type contract is prohibited unless the District determines that no other

contract is suitable. Time and materials type contract means a contract whose cost to a District is the sum

of:

A. The actual cost of materials; and

B. The direct labor hours charged at hourly rates that reflect wages, general and administrative

expenses, and profit.

Since this formula generates an open-ended contract price, a time-and-materials contract provides no

positive profit incentive to the contractor for cost control or labor efficiency. When this type of the

contract is used, it will include a ceiling price that the contractor exceeds at his or her own risk. The

District will assert a high degree of oversight over such contracts in order to obtain reasonable assurance

that the contractor is using efficient methods and effective cost controls.

11. The District will adhere to any additional procurement rules as applicable to specific federal programs,

such as federal child nutrition programs.

Legal Reference: 2 C.F.R. §§ 200.300 et seq. Subpart D – Post Federal Award Requirements.

Policy History:

Adopted on: 08/25/2015

Revised on: 07/26/2016

Revised on: 06/25/2019