Contracting for Goods & Services

All contracts/agreements between CPCC and vendors must be emailed to your Buyer in Procurement with a copy to Vietta Durnin in Risk Management for review and approval before they are signed. Procurement will review the contract/agreement to ensure compliance with the required NC Terms and Conditions and Risk Management will review the contract/agreement to ensure all risks and liabilities are identified and managed.

Due to volume of contracts/agreements received, please allow 10 business days for review by Risk Management and Procurement.  A coordinated response will be sent to internal managers for submittal and signature by the vendor.

Internal managers will return fully executed contracts/agreements to their Buyer in Procurement with a copy to Vietta Durnin in Risk Management.

 

CPCC Methods of Purchase: Contact your Buyer with any questions.

Available on established state term contract: Purchase in accordance with the established state contract terms

Zero to $5,000: After determining that state contract is not available, the CPCC Procurement Department may purchase merchandise, services or equipment from a requisition's suggested vendor without solicitation of any quotes.  Due to the high volume received, allow a lead time maximun of 10 business days.

$5,001 to $9,999.99: After determining that state contract is not available, the requisitioning department, or the Procurement Department, must solicit e-quotes from at least three vendors through the NC E-Procurement system.  For printing services, one quote must be solicited from the CPCC Print Shop.  Lead time of 1 to 20 days.

$10,000 to $49,999.99 (STATE ITS maintains a $25,000 limit): After determining that state contract is not available, the CPCC Procurement Department must solicit formal written bids through the State of NC Interactive Purchasing System for a minimum of 10 days. Lead time of 10 to 20 days.

Notice: Only Procurement Buyers are allowed to contact or discuss bids with potential vendors or State Purchasing.  During the bid process, all communications must be conducted through the Buyer in order to avoid cancellation of the bid.  This is strictly enforced.

$50,000 and Up ($25,000 for STATE ITS): After determining that state contract is not available, a formal requisition package must be sent to the Division of Purchase & Contract for bid solicitation.  Lead time of 20 to 60 days or longer dependant upon completeness of the submitted package and State Buyer woakloads.

Notice: Only Procurement Buyers are allowed to contact or discuss bids with potential vendors or State Purchasing.  During the bid process, all communications must be conducted through the Buyer in order to avoid cancellation of the bid.  This is strictly enforced.

VISA p-card: Small dollar purchases $2,500 or less.

Notice: All p-card guidelines apply to small dollar purchases.  Regardless of dollar amount, P-card cannot be used to purchase equipment or computers.  Equipment is defined as an item $1,000 or more (including freight, installation or warranties) and having a life expectancy of 2 or more years.

Click the P-card tab to your left to view P-card guidelines.

Office Supplies: Forms and Supply, Inc  is the vendor for general office supplies on the state term contract 615A.  If pricing is lower than state contract or you have buyer-approved justification, you must keep a printout of this comparison with your P-Card receipt and include it with your FS-25 for auditing purposes. Failure to do so may result in revocation of your P-Card.  Computers priced less than $1,000 are minor equipment and may not be purchased using the P-Card.

Construction: Under $500,000 purchase locally by competitive bidding.  Over $500,000 must be sent to the State Construction office for approval.

Equipment rental and other contractual services: Purchase locally by soliciting proposals or bids.

 

Resources for review:

Contracting Basics Click to view contracting basics from the state of NC.  Included are the state definitions of sole source purchase, emergency purchase and pressing need purchase.

Community College - General Statutes Click to view NC statutes that govern CPCC Procurement, P-card, waiver of competition, etc.