| Please make every
attempt to purchase all items
through our purchase order system.
This requires an approved purchase
requisition using only vendors
registered with e-procurement,
if at all possible. Here
is a link that can be used
to see if a particular vendor
is registered:
If you need to purchase an item
from a vendor that is not registered
through e-procurement, we will
need to make an attempt to get
them registered. It is an easy
process and I can provide information
to a vendor on how to register.
Copy
of the letter we send to vendors
to encourage them to register
North Carolina has negotiated
contracts for the purchase of
many of the items we use. If an
item is on contract, we are required
to purchase according to the terms
of that contract. Here is a link
to the existing contracts: http://www.doa.state.nc.us/PandC/
Simply click on the "Term
Contracts" tap on the left
side of the page for a list.
When making purchases of less
than $5,000 that are not on state
contract, an approved requisition
must be submitted to the Purchasing
office. The requisition must have
a budget code and be signed for
budget approval by the department
head. To insure competition, a
minimum of 3 informal quotes is
recommended. A full description
of the items, vendor's part numbers,
and prices should be on the requisition.
When purchasing items of more
than $5,000 but less than $10,000
and not on state contract, a minimum
of three written quotes must be
obtained and attached to the purchase
requisition. Please use the attached
form when requesting quotes and
note the new conditions for executive
order 50. If three written quotes
cannot be obtained, users must
attach sole source documentation
and a note explaining the circumstances.
» Request
for Quotes Form (.doc) (revised
5/2010)
Non-contract items over $10,000
must be sent by requisition to
the North Carolina Division of
Purchase and Contract for competitive
bids. The bid must include a justification
letter from Dr. Groves. This letter
is to be on Southwestern Community
College letterhead with signature
and include mention of the specific
requirement, justification for
the purchase, and the source of
funding. Bids presented to the
state must be very specific as
to what we want. We will need
to work together to ensure all
necessary information is provided.
Please be sure and allow at least
two months for the collection
of bids, review of bids, approval
of requested bid, issue of purchase
order, and delivery.
| In order to
ensure compatibility and interoperability
of college computers, software,
servers, phones and networks,
the Information Services department
should be involved in the
procurement of all technology
related purchases. The following
guidelines must be followed:
|
| 1. |
Information Services will
act as consultants for the
purchase of all technology
related hardware and software
purchases. |
| 2. |
Purchases of software must
be coordinated through Information
Services for the purpose of
centrally maintaining software
licenses and installation
media. |
| 3. |
All computer desktops, laptops,
and printers must be approved
and submitted for purchase
by the Information Services
department. This will help
maintain compatibility and
interoperability of equipment
as well as allow us to take
advantage of volume pricing.
|
| 4. |
All computer peripherals
must be approved by Information
Services and routed through
the college’s purchasing
department. This includes
monitors, desktop printers,
scanners, webcams, and other
computer peripherals. |
| 5. |
Any equipment which is intended
to be connected to the college
network must be reviewed and
approved by the Information
Services department prior
to purchase. |
| 6. |
The procurement of any web
related services including
software as a service (SAAS)
purchases must be reviewed
and approved by the Information
Services department. |
|
