| 1. |
Purchasing and Bidding
- Purchasing and Bidding - Purchasing procedures
are originated by the North Carolina Division
of Purchase and Contract. Such procedures
are sanctioned by G. S. 143, Article 3 and
115D-58.5. |
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a. |
State Contract Items
- Items on state contract may be ordered directly
from the vendor subject to any restrictions
on the contract certification. |
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b. |
Non-Contract Items -
Non-contract items of less than $10,000 total
order may be placed by Southwestern Community
without the oversight or approval of the Division
of Purchase and Contract. Good purchasing
practices mandate that competition is to be
sought for all purchases. For small purchases,
where the total order is $5,000 or less, telephone
or e-quotes should be obtained to establish
competitive prices. A record of those quotes
should be attached to the requisition. For
the purchase of more than $5,000 but less
than $10,000, a minimum of three written quotes
must be obtained, and attached to the purchase
requisition. If three written quotes cannot
be obtained, users must attach a note explaining
the circumstances. A copy of the Request for
Quotes Form may be obtained from the Purchasing
office. |
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c. |
Competitive Bid Items
- Non-contract items over $10,000
must be sent by requisition to the Division
of Purchase and Contract for competitive bids. |
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d. |
Contractual Services
(includes Consultant Services) -
Refer to Division of Purchase and Contract
Purchasing Manual and the NCCCS Accounting
Procedures Manual. |
| 2. |
Purchasing Procedure |
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a. |
Items of equipment (permanent
fixtures) and supply items (materials expendable
in normal use) are to be requested on the
standard requisition form. All such requests
must conform to purchasing regulations and
available funds. All needed items which are
covered under state term contract must be
ordered from one of the vendors listed for
that particular item. |
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b. |
Supply items of common nature
are available through the Central Supply
Room. To secure special supplies (textbooks
included) not available in Central Supply,
the staff member must submit a requisition
to the appropriate administrator as indicated
in the steps below.
The following specific requisition procedures
should be followed by all personnel when
requisitioning items of equipment and special
supplies:
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1. |
Needs for supplies or equipment should be
determined in accordance with the appropriate
needs and available funds. Needs must be projected
into the future as far as possible to facilitate
bulk ordering and to eliminate "rush"
ordering. |
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2. |
Requests should be made on the standard
requisition form and submitted, with appropriate
contract, quote or bid information attached
and justification (if required), to the immediate
supervisor, whose approval of the request
is based on availability of funds and the
suitability of the request. Disapproved requisitions
are returned within three days to the staff
member bearing a written reason as to why
they were not approved by the immediate supervisor. |
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3. |
A purchase order is issued by Administrative
Services on approved requisitions. At the
time the purchase order is transmitted via
the NC E-Procurement system to the vendor,
a copy of the purchase order is returned
to the person who made the request, or to
the administrative procurement assistant
of the appropriate department.
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c. |
The Coordinator of Procurement
& Inventory should be contacted with questions
concerning purchase procedures and may assist
in locating equipment supply houses or catalogs,
and determine which items are on state contract.
The Coordinator of Procurement & Inventory
handles the disposition of surplus equipment.
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