NCCCS EQUIPMENT MANUAL
D. Purchase of Non-Contract Items (Up to your Delegation)
Good purchasing practices mandate that you seek competition for all purchases. Each college should establish its own written procedures for making small purchases where the total order is for $5,000 or less. For these small purchases, telephone quotes may be used to establish competitive prices. A written record of the telephone quotes should be kept in the file. For purchases of more than $5,000, but not over your delegation, you must seek written competition, but you are not required to advertise. It is recommended that you secure a minimum of three written quotations. If you cannot obtain three quotations, it is recommended that you place a note in the file explaining the circumstances. P&C must handle all purchases of non- contract supplies and equipment that exceed the college’s delegation. Orders may not be split to avoid the competitive bid process.
E. Purchase of Non-Contract Items (Over your Delegation)
Requisitions to purchase non-contract items over your delegation must be sent to P&C for procurement action. After competitive bids have been received by P&C, the bid package will be forwarded to the college for their review and recommendation for award. Upon receipt of the college’s recommendation, P&C will request approval from the Board of Awards at its next meeting. Orders may not be split to avoid the competitive bid process for order’s exceeding your delegation.
F. Contractual Services (Including Consultant Services)
Under G.S. 115D-58.5(a) community colleges are governed by P&C in the purchasing of supplies, equipment, and materials. There is no reference in the General Statutes as to how community colleges are to acquire services. Given this lack of statutory authority, it is strongly recommended that each college establish its own written procedures for acquiring services and pattern those procedures after the same procedures for purchasing supplies, equipment, and materials. Community colleges do not have to seek the approval of P&C to enter into service contracts.
G. Commodity Codes, Term Contracts, and other relevant information
P&C and ITS provide term contracts, commodity codes, and other purchasing information on their web sites (See Agency Contacts page).