Materials Management

Effective Date: 12/01/2003
Updated: 12/2/03

Policy Statement 9: Solicitation of Bids and Quotations

State Statutes

Solicitation

I. The University's Materials Management Department has the exclusive responsibility for making all purchase contracts entered into for the University (rental or purchase of real property excepted). This authority covers all supplies, materials, printing, equipment and service. Section IV-1 of the NC Purchasing Manual states: An agency shall not divide requirements in order to keep them under the general delegation, and thereby avoid the Rules requiring the applicable method for competition.

II. Competition Not Required: Below $5,000.00. (Department should monitor these procurements to guard against abuse and ensure that the dollar value received is commensurate with the dollar amount expended.)

III. Informal Bids: $5,000.00 to $25,000.00. (Bid by Materials Management via State of North Carolina Interactive Purchasing System (IPS) on WWW. Averages two (2) to three (3) weeks. Even in case of a waiver of competition, if time permits, a written request for quote will be sent out to the sole source.)

IV. Formal Bids: $25,000.00-$500,000.00. (Bid by Materials Management via State of North Carolina Interactive Purchasing System (IPS) on WWW. Takes approximately 30 days.)

V. Purchase and Contract Bids: $500,000.00 and above. (Must be bid and awarded by the North Carolina Division of Purchase and Contract. Take 30-90 days.)

VI. Informal Bids for construction or repair work. Not to exceed $100,000.00. (Any construction or repair work in excess of $100,000.00 must be requested by Facilities Services through the Office of State Construction.)

Bid Evaluation

Results of Bid
Information submitted in a successful bid or quotation is used by the Department of Materials Management as a basis for preparing the purchase order. The University purchase order contains instructions to vendors that prohibit a vendor from accepting an order for shipment unless the vendor meets the printed conditions obtained through the bid document.

Selection of Bids
If competition is received from the bid solicitation, the requesting department will be consulted before the order is placed. Justification from the user is necessary if the lowest bid meeting specifications and requirements is not selected.