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NCCCS EQUIPMENT MANUAL

restrictions on the specific term contract. The purchasing delegation limits do not apply to purchases made from a state contract.

C. Purchasing Flexibility Option

The 1998 Session of the General Assembly enacted legislation (G.S. 115D-58.14) which allows the community colleges to purchase items that are on a state term contract from other (non-certified) sources, if the purchase price, including the cost of delivery, is less than the cost under the State Term Contract. The colleges must comply with the following conditions:

  • 1.

    The item must be exactly the same, the same manufacturer, model, style, etc. (For example, a 19-inch Sony TV is not the same as a 19-inch Panasonic TV!)

  • 2.

    The purchase price, including the cost of delivery, is lower than the state contract price. (This does not mean, “equal to”).

  • 3.

    The cost of the purchase does not exceed the college’s authorized purchasing delegation.

  • 4.

    The college must keep a detailed record of all purchases made from non- certified sources. The record will contain the following:

  • a.

    A descriptive name of the item purchased;

  • b.

    The purchase order number;

  • c.

    The state term contract number for the item purchased;

  • d.

    The cost of the item had it been purchased under the state term contract;

  • e.

    The actual cost paid (including the cost of delivery but not the cost of taxes) for the item purchased from the non-certified source;

  • f.

    Savings per unit;

  • g.

    Number of units purchased; and,

  • h.

    Total savings.

The colleges will submit a report of these purchases to the State Board of Community Colleges (State Board) as of June 30 and December 30. These reports must be received by August 1st and February 1st. The college must maintain a copy of this report and documentation pertaining to these purchases for a period of three years for compliance review by P&C (See Section F for a sample form).

The staff of the Administrative and Facility Services section will review these semiannual reports, make an annual report to the State Board, and furnish P&C with a copy of this report.

6

Oct.2001

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