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Louisiana LIHEAP Service Delivery Guide 68 | P a g e
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The regulations and guidance that include the requirement for approval for purchase of vehicles and capital equipment greater than $10,000 are as follows (2 CFR 200): For approval of Vehicle and Equipment Purchases, the following information must be submitted to LHC for review: 1. Name of requesting Subgrantee 2. Where the vehicle, or other equipment, will be used and how it will be used – Specify, full or part time use in the Low Income Home Energy Assistance Program 3. A statement of whether this is a new or replacement vehicle. If this is a replacement, how is the trade-in being addressed? 4. Brief description of how the procurement will be done and confirmation that Subgrantee, State and Federal procurement guidelines will be met or have been met. 5. What the funding source(s) will be [i.e., include the allocation – not just the title “LIHEAP Funds,” and also state the budget category that will be charged.] Administration is the only allowable option for vehicle purchases. 6. Copies of bid specification sheet (vehicle or equipment) that includes a description with options requested and quotes received. (Must have a minimum of three (3) quotes. For state and local governments, certification that proper procurement procedures were performed by your government’s fiscal/procurement division in accordance with all federal, state and local regulations.) 7. A statement that the lowest bid will be selected, or a sufficient justification of the “best value selection” if lowest bid is not recommended for LHC approval. LHC should approve the request within ten (10) business days, pending all of the minimum information is adequately provided. If extenuating circumstances arise, LHC will follow-up within ten business days requesting additional details on the purchase. Once all required documentation has been received, LHC will complete their review for approval/denial. Upon LHC approval or denial, LHC will send copies of all written approvals/denials to the Subgrantee. If approved, LHC will instruct the Subgrantee to proceed with the purchase or lease. If additional information is required, LHC will request the information from Subgrantee. The Subgrantee