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.  Listing of State Term Contracts

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.

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.

Office Supplies (State contract 615-A): Forms and Supply, Inc. is the vendor on the state term contract for office supplies.  The state term contract covers office supplies, office equipment, toner, remanufactured toner and paper (paper orders $250 and less).  Forms and Supply will collect your used toner cartridges during office supply deliveries.  A core list of items are highlighted in E-Procurement to help identify and maximize savings.

This is a mandatory state term contract for state agencies.  Due to the mandatory status, it must be used when ordering office supplies, office equipment, toner, remanufactured toner and paper (paper orders $250 or less).  The previous state term contract for office supplies had a condition allowing office supply purchases of $100 or less to be made from any office supply provider.  This $100 or less condition no longer applies under the current mandatory office supply contract 615-A.

What if another office supply provider sales the same product for less than the mandatory state term contract price?  Due to the contract’s mandatory status, the College must provide Forms and Supply the opportunity to match the lesser price.  If Forms and Supply will not match the lesser price then the product can be purchased outside of the mandatory state term contract.

 

Resources for review:

CPCC Contractor Agreement form Click to access a generic contractor agreement form supported by CPCC.

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.