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.
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. A Copy of the letter we send to vendors to encourage them to register is attached for your download at the bottom of this page as a .pdf file. Please click on the link to download/view the file.
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: 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 must be completed as part of the process. This file (.pdf) is attached to the bottom of the pages. Please click on the link to view/download.
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. Tomas. 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:
- Information Services will act as consultants for the purchase of all technology related hardware and software purchases.
- Purchases of software must be coordinated through Information Services for the purpose of centrally maintaining software licenses and installation media.
- 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.
- 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.
- 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.
- The procurement of any web related services including software as a service (SAAS) purchases must be reviewed and approved by the Information Services department.
We have also attached several other files for you below; SCC Procurement Manual (.pdf) and Purchasing Requisition Form (.xls). Click on the appropriate link to view/download.
