1. Purchasing Guidelines
The University of North Carolina General Administration

2. Thresholds
Small Purchases: Less than or equal to $5K, no competitive bid or quote required
-If vendor does not require a purchase order, can be processed via a campus voucher if vendor will submit invoice when shipping goods.
- If vendor requires a purchase order, a purchase requisition must be created in PeopleSoft via eProcurement.
-It is ILLEGAL to split a purchase to bypass the bid and quote requirements of the State Purchasing Office.
- Orders may be placed using a vendor catalog vendor in eProcurement
Purchases between $5K and $24,999: Request for Quote (RFQ) required
-Purchase requisition must be submitted in PeopleSoft
-Require at least 3 different vendor quotes on an official GA RFQ Form
-Quotes are solicited by GA Purchasing
-The vendor with the lowest quote will be selected
-Confirmed/Received Requisitions not permitted
** Any purchase greater than $5,000 needs budget approval. Please contact Lauren Partin at 919/ or

3. Thresholds
Purchases greater than $24,999: Request for Proposals (RFP) or Invitation for Bid (IFB) Required
-UNC GA Department works with GA Purchasing to prepare a RFP or IFB. The department is responsible for developing the scope of the RFP and IFB.
- If an IFB, a purchase requisition must be created in PeopleSoft since this type bid is processed within the system.
-RFP/IFB is placed out on State Purchase and Contract’s Interactive Purchasing (IPS)Website to solicit bids.
-RFP/IFB bids will be evaluated and final bid selection may require the approval of the State Purchase and Contract Office, if funding is more than 30% of state monies, or the Office of Information Technology Services, if greater than the $250,000 threshold.
-After approval, submit purchase requisition in PeopleSoft (RFP).
-Confirmed/Received Requisitions not permitted.

4. Thresholds
-Competitive Bid Requirements do not exist for purchasing items on State of North Carolina term contracts or convenience contracts.
-Competitive Bid Requirements do not exist for purchasing items or services from State operated print shops, Correction Enterprises or other State operated internal service facilities.

5. RFP Bid Process Lead Time Planning:
-1 to 2 weeks for preparing bid draft, evaluation criteria, bid terms and conditions to be approved by end user and GA Purchasing.
-2 weeks minimum for bid to be posted online per NC Administrative Code.
-2-3 weeks of bid evaluation by review committee.
-1 week for GA Purchasing to review all bids and review committee’s recommendation.
-2-3 weeks for State Purchase and Contract to certify award, where applicable.
-Entire bid process from rough draft of RFP to final P&C certification can take between weeks
**The more fully developed a bid rough draft is at the time of receipt by GA Purchasing, the sooner it can be posted online. The more prepared you are, the less time the RFP will take.**

6. Purchase Requisitions
What is a Purchase Requisition?
-Legal document requesting the purchase of a defined good or service. The document must include any back-up documentation for the procurement request, especially if it exceeds $5,
-The document is used to procure both tangible goods (office supplies, materials, equipment) and services (personal services, professional services).
- All purchase requisitions must go thru workflow for approvals at the department and central office levels.

7. Purchase Requisitions
Required Information for a Purchase Requisition is as follows:
-Vendor Name and Address
-Internal ship-to address for delivery
-Point of contact for questions
-Description of goods/services to be procured
-Valid chartfield string
-Quote/price information ,if provided, from vendor

8. Purchase Orders Purchase Orders
-Created after a Purchase Requisition has been properly submitted and approved at the department and Central Office levels.
-A Purchase Order Authorizes a supplier to furnish the goods/services as described in the Purchase Requisition.
-Upon acceptance of the Purchase Order by the supplier, the document becomes a contract between UNC GA and the vendor.
-A Purchase Order is ALWAYS prepared by the GA Purchasing Office.

9. Exemptions, Exceptions, Sole Source
Academic/Research Exemption: An agreement between State Purchase and Contract and the University System of North Carolina. This agreement applies to academically oriented consulting services, not professional consulting services. If a consulting service can be interpreted as “instructional…and for advising as to curriculum development and academically oriented research,” then that service is exempt from the competitive bidding process.
A justification for using an academic or research exemption must be submitted to purchasing prior to utilizing this exemption.(Vendor Contract Employee Selection Form) This also holds true when trying to sole source a procurement.

10. Exemptions, Exceptions, Sole Source
Personal Services Exemption: Personal services are services provided by a professional individual on a temporary or occasional basis, including, but not limited to a doctor, dentist, attorney, architect, engineer, scientist, etc.
These services are exempt from competitive bidding when the following items are properly submitted to GA Purchasing:
1) A vendor employee selection form is filled out.
2) Personal Services contract (Draft copy has been reviewed by Legal).
3) An Employee vs. Independent Contractor form is filled out and signed by the requesting individual putting together the personal services contract.
4) Items 1-3 are submitted to GA Purchasing for review and Purchasing will route the documents for proper signature approval.
5) Once all items are signed, GA Purchasing will send the documents to the requester. The requester will then create a Purchase Requisition in PeopleSoft and attach all back-up documentation.

11. Exemptions, Exceptions, Sole Source
Sole Source: When a good or service can only be purchased from one source.
When a Sole Source request is between $5K and $24,999 a justification for this request needs to be submitted to GA Purchasing. If the request is denied an RFQ will need to take place.
When a Sole Source request is $25,000 or above, a justification for this request needs to be submitted to GA Purchasing which will then have to be approved by State Purchase and Contract. (If using more than 30% state monies.) If the request is denied, an RFP or IFB will need to take place.
**FOR MORE INFORMATION ON UNC GA PURCHASING POLICIES AND GUIDELINES, PLEASE VISIT THE UNC GA PURCHASING WEBSITE AT **
PURCHASING DEPARTMENT CONTACTS:
MELAINA HALL, PURCHASING MANAGER,
SHIRL SMITH, PURCHASING SPECIALIST,
ROBBY TERRY, DIRECTOR OF UNIVERSITY PURCHASING & STRATEGIC SOURCING,  

12. Iran Divestment Act
-- The NC General Assembly recently enacted the Iran Divestment Act (S.L ), which—for every contract greater than $1,000, every amendment and every contract renewal or extension—requires the vendor to sign the Certification form. This requirement applies to all units of State government and to all political subdivisions of the State.
-- This applies to all purchases made via purchase order, Pcard and small order purchases processed on campus vouchers.
-- Users must attach the signed Certification form to any transactions that do not come thru the Purchasing office. The form is located on the P: Drive > Forms > Commonly Used Business Forms.

13. Procurement Contract and Approval Form (PCAF)
Rev. 5/19/2016
UNC GENERAL ADMINSTRATION
Procurement & Contract Approval
Sponsoring Employee:
(SVP or Direct Report)
Completed by Requesting Department Then Submit to Budget Office
Vendor Name (if applicable):
Requires Bid Solicitation:
Describe how the procurement furthers system priorities:
(Please attach additional information, if necessary)
Estimated Length of Contract:
From:
To:
Payment Method (i.e. Lump Sum, Annual, Milestones):
Proposed Chartfield String(s):
if needed
Fund
Source
Dept.
Program
Project
Amount
Split 1 0% 2 3
Total -
Required Approvals:
Funding Approval
Budget Officer:
Date:
Once budget is approved, GA Procurement will contact the sponsoring employee to discuss the next steps in the procurement/contracting process.
Type of Contract (Purchasing Office):
Personal
Professional
Consulting
Goods
Purchasing Office Approval:
Legal Affairs Approval:
Sr. VP for Finance & Budget:
Complete:

14. Procurement Contract and Approval Form (PCAF)
-- New form that needs to be submitted to the Purchasing Office for proper routing of signatures for any contract related procurements. -- The sponsoring employee is required to answer the following fundamental questions: (1) Who is the sponsoring employee?, (2) How does this further a University priority?, (3) Can we afford it?, (4) Was the procurement process followed?, and (5) Is the contract valid?. -- The sponsoring employee submits the PCAF to the Budget Officer to ensure sufficient funds are available. -- The Budget Officer routes the PCAF to Purchasing to determine the appropriate next steps in the process. -- Purchasing routes the draft contract through the following offices for review: 1) Purchasing (reviews forms/contract for compliance with State purchasing requirements) 2) Human Resources and Accounting, if appropriate (reviews whether worker is an independent contractor or employee) 3) Legal Affairs (reviews legal terms and conditions) 4) Office of the Senior Vice President for Finance and Budget (review and approval) --Once all signatures are gathered, Purchasing will return the documentation back to the requester to process a purchase requisition.

15. Contracts and Agreements
-- Pursuant to long-standing University policy, any contracts and agreements to acquire products, services, supplies, materials, or to otherwise commit the University to paying money, providing rights of use, or acquiring rights of use must be signed by the Senior Vice President for Finance (or the President) to be affective.  No other senior administrative officer has been delegated this authority.  
 --Submitting an agreement for review for legal form by counsel, and for procurement process/source of funds review by finance are important steps during the contracting process, but the finalized contract must still be submitted to the SVP for Finance for approval signature.  
-- Any agreements/contracts that require signatures must be attached to the new PCAF (Purchasing Contract Approval Form) and submitted to the business office for approvals.
-- If a Personal Service, the IC (Independent Contractor) checklist must be completed and has to be approved by HR before moving forward with the procurement.
-- Once the budget has been approved, and Purchasing has reviewed, the document will be submitted to Legal for review/approval. Once Legal has signed, the Senior VP for Finance will review/approve. Once signed, the document(s) will be submitted back to the end user to process a purchase requisition.
** For more detailed information, please review the Guidance for Purchases and Disbursements at UNC General Administration document which is located on the P: Drive > Forms > Commonly Used Business Forms.

16. Vendors
-- Any new vendor requests, or requests to update current vendors, must be submitted via the Campus Vendor pages in PeopleSoft. -- The appropriate documentation must be attached to the request(s) or will be denied by the Vendor Coordinator. Any denials will provide the reason as to why the request was denied so the user can correct and resubmit for approval. -- Outside party vendors must have a valid W-9 and a completed/signed vendor masterfile record data form (HUB) attached to the vendor request. (Required for corporation and LLC vendors). For Independent Contractor vendors, the IC checklist must also be attached. -- Outside party individual vendors must have a valid W-9 and OPI certification form attached to the vendor request, if applicable. The OPI certification form is only required for non-services, i.e. travel, award, scholarships, etc. (To be filled out by requester, not vendor). -- Employee vendors must have a copy of their UNC One card and/or time sheet. -- If the payment terms need to be changed for a vendor, please contact the Vendor Coordinator directly. -- Any questions regarding vendors, please contact the Vendor Coordinator, Shirl Smith, at