REG - 30.06.1 Bids and Quotes Regulation
1. Purpose
The purpose of this regulation is to set forth the requirements for obtaining bids and quotes when procuring goods and services.
2. Scope
This regulation applies to all faculty and staff who procure goods and services on behalf of the University.
3. Bids and Quotes
3.1 Small Dollar Purchases
3.1.1 Purchases that are not available under a State Term Contract and do not exceed the small dollar purchase threshold established in the North Carolina Administrative Code, NCAC 05B.0301 (1) may be made, without seeking formal competition, by issuing a University Purchase Order.
3.1.2 Purchases that exceed the small dollar purchase threshold may not be split into multiple, smaller purchases as a way to avoid the competitive process. Procurement Services may direct purchases to other sources if a State Term Contract or a better overall value is available. The current small dollar purchasing threshold and related guidance is available in the University Purchasing Manual.
3.1.3 The competition threshold contained in Federal Uniform Guidance policies is different from that of North Carolina. Any purchases funded by federal grants are subject to Federal policies even if they fall under the classification of small dollar purchases according to State rules. Information about the current Federal Uniform Guidance small dollar purchase threshold is available in the University Purchasing Manual.
3.2 Informal Solicitation
3.2.1 Purchases that exceed the State’s small dollar purchase threshold, as specified in the North Carolina Administrative Code, NCAC 05B.0301(2) are subject to the following requirements:
3.2.2 Informal competition requirements of the State.
3.2.3 Multiple quotes must be solicited, and the purchase will be made from the vendor offering the best value for the requested items.
3.2.4 A purchase that would be subject to competition requirements may not be split into multiple, smaller purchases as a way to avoid the informal solicitation process.
3.2.5 Details regarding the informal solicitation process are available in the University Purchasing Manual.
3.3 Formal Solicitation
3.3.1 Purchases that exceed the State’s formal competition threshold, as established by the North Carolina Administrative Code, NCAC .05B.0301(3) are subject to the formal competition requirements of the State and require Procurement Services to issue a written Invitation for Bids (IFB) or Request for Proposals (RFP).
3.3.2 IFBs and RFPs are generated using the State-provided templates for solicitations and include the specifications/scope of work provided to Procurement Services by the requesting unit.
3.3.3 Processes will be coordinated by Procurement Services in a fair, open, and transparent manner that is in accordance with State procurement rules. Details regarding the formal solicitation process are available in the University Purchasing Manual.