Procurement

Central Piedmont Procurement is governed and audited by the state of NC Division of Purchase and Contract. Central Piedmont and vendors of Central Piedmont participate in the statewide purchasing system known as E-Procurement.

Faculty and staff, please visit procurement's intranet page for information for employees.

Procurement Information for Vendors

All Central Piedmont vendors must be registered in the North Carolina E-Procurement system.

  • Central Piedmont solicits quotes for procurements $9,999.99 and under, utilizing the North Carolina E-Quote system to receive quotes. 
  • Central Piedmont solicits bids for procurements $10,000 and over, posting all bids on the North Carolina Interactive Purchasing System. 

The following is more information regarding the NC E-Procurement, NC E-Quote, and NC Interactive Purchasing systems as well as regarding how to register your company in and view Central Piedmont bids that are posted with this state system.

  • NC E-Procurement

    Is a state wide procurement system utilized by NC Community Colleges and other state agencies. All Central Piedmont purchase orders are issued to vendors via NC E-Procurement. Central Piedmont does not collect W9's as vendors must register their business in the NC E-Procurement system. To register your business in NC E-Procurement use the following link or help desk number.

  • NC E-Quote

    Is a state wide quoting system available to NC Community Colleges and other state agencies. E-Quote allows your company to electronically receive and respond to requests for quotations from Central Piedmont. To register your business in NC E-Quote use the below link or help desk number.

  • NC Interactive Purchasing System (IPS)

    Central Piedmont posts all bids to the NC IPS System for a minimum of 10 days.  The NC IPS System notifies vendors of posted bids via IPS Vendor Link. You must register your business with IPS Vendor Link to receive these email notifications regarding posted bids. To register your business in NC IPS use the below link. Non registered vendors can still view Central Piedmont posted bids by using the below link.

  • Historically Underutilized Business Vendors

    Central Piedmont strives to achieve a minimum of 10% of our total procurements be with historically underutilized business vendors. If you are a minority business owner but you are not recognized as a North Carolina historically underutilized business vendor Central Piedmont encourages you to become a North Carolina historically underutilized business vendor. Use the below link to learn more about becoming a North Carolina historically underutilized business vendor.

  • NC General Contract Terms and Conditions

  • Submitting Proposals

    1. Exceptions: All proposals are subject to the terms and conditions outlined herein. All responses shall be controlled by such terms and conditions and the submission of other terms and conditions, price lists, catalogs, and/or other documents as part of an offeror’s response will be waived and have no effect either on this Request for Quotes/Proposals/Bids or on any contract that may be awarded resulting from this solicitation. Offeror specifically agrees to the conditions set forth in the above paragraph by signature to the proposal.
    2. Competitive offer: Pursuant to the provision of G.S. 143-54, and under penalty of perjury, the signer of any proposal submitted in response to this request thereby certifies that this proposal has not been arrived at collusively or otherwise in violation of either federal or North Carolina antitrust laws.
    3. Oral explanations: The state shall not be bound by oral explanations or instructions given at any time during the competitive process or after award.
    4. Reference to other data: Only information which is received in response to this request will be evaluated; reference to information previously submitted shall not be evaluated.
    5. Elaborate proposals: Elaborate proposals in the form of brochures or other presentations beyond that necessary to present a complete and effective proposal are not desired.
    6. Cost for proposal preparation: Any costs incurred by offerors in preparing or submitting offers are the offerors’ sole responsibility; the State of North Carolina will not reimburse any offeror for any costs incurred prior to award.
    7. Time for acceptance: Each proposal shall state that it is a firm offer which may be accepted within a period of at least 30 days. Although the contract is expected to be awarded prior to that time, the 30 day period is requested to allow for unforeseen delays.
    8. Title: Titles and headings in this request and any subsequent contract are for convenience only and shall have no binding force or effect.
    9. Confidentiality of proposals: In submitting its proposal the offeror agrees not to discuss or otherwise reveal the contents of this proposal to any source outside of the using or issuing agency, government or private, until after the award of the contract. Offerors not in compliance with this provision may be disqualified, at the option of the State, from contract award. Only discussions authorized by the issuing agency are exempt from this provision.
    10. Right to submitted material: All responses, inquiries, or correspondence relating to or in reference to the request, and all other reports, charts, displays, schedules, exhibits, and other documentation submitted by the offerors shall become the property of the State when received.
    11. Offeror's representative: Each offeror shall submit with its proposal the name, address, and telephone number of the person(s) with authority to bind the firm and answer questions or provide clarification concerning the firm’s proposal.
    12. Subcontracting: Offerors may propose to subcontract portions of the work provided that their proposals clearly indicate what work they plan to subcontract and to whom and that all information required about the prime contractor is also included for each proposed subcontractor.
    13. Proprietary information: Trade secrets or similar proprietary data which the offeror does not wish disclosed to other than personnel involved in the evaluation or contract administration will  be kept confidential to the extent permitted by NCAC T01:05B.1501 and G.S. 132-13 if identified as follows: Each page shall be identified in boldface at the top and bottom as "CONFIDENTIAL". Any section of the proposal  which is to remain confidential shall also be so marked in boldface on the title page of that section. Cost information may not be deemed confidential. In spite of what is labeled as confidential,  the determination as to whether or not it is shall be determined by North Carolina law.
    14. Historically underutilized businesses: Pursuant to General Statute 143-48 and Executive Order #77, the State invites and encourages participation in this procurement process by businesses owned by minorities, women, disabled, disabled business enterprises and non-profit work centers for the blind and severely disabled.
    15. Decline to offer: Any firm which receives a copy of the request but which declines to make an offer is requested to send a written "Decline to Offer" or "No Bid" to the issuing office. Failure to respond as requested may subject the firm to removal from consideration on future requirements.
  • Purchase Order Conditions and Instructions

    Central Piedmont Community College procurements are governed by North Carolina General Contract Terms and Conditions.

    • Quantities are not to exceed those shown without our written approval.
    • Prices are not to exceed those shown without written approval of the buyer.
    • Unit of measure must agree with UOM on purchase order.
    • No freight is to be shipped collect (COD).
    • Ship and invoice each purchase order separately.
    • Shipper must show our purchase order number on all shipping cartons and manifests to insure prompt identification and payment of invoices.
    • Invoices must show our purchase order number, terms of payment, and routing.
    • Invoices should be mailed on date of shipment to: Accounts Payable, Central Piedmont Community College, P.O. Box 35009, Charlotte, NC  28235-5009.
    • On all invoices subject to discount, the discount period will be calculated from the date that a correct invoice is received in Accounts Payable.
    • All applicable NC sales tax shall be shown as a separate item on the invoice.
    • The college reserves the right to cancel this order or balance of this order if shipment is not received within sixty (60) days of the order date, without penalty to Central Piedmont Community College.
    • If a product has a recycled equivalent, notice should be made to the buyer for possible substitution. Such action is encouraged in order for the college to meet state recycling goals.

    Central Piedmont Community College is an Equal Opportunity/Affirmative Action Institution. The college does not discriminate against applicants, students, or employees based on race, color, religion, sex, national origin, age, or disability. In view of this policy, it is requested that all contractors, vendors, and suppliers take appropriate action to insure compliance with current federal and state equal opportunity/affirmative action legislation.

  • Instructions to Bidders

    1. Read, review, and comply: It shall be the bidder’s responsibility to read this entire document, review all enclosures and attachments, and comply with all requirements specified herein.
    2. Notice to bidders: All bids are subject to the provisions of the Instructions to Bidders, special terms and conditions specific to this Invitation for Bids, the specifications, and the North Carolina General Contract Terms and Conditions. Central Piedmont objects to and will not evaluate or consider any additional terms and conditions submitted with a bidder response. This applies to any language appearing in or attached to the document as part of the bidder’s response. Do not attach any additional terms and conditions. By execution and delivery of this document, the bidder agrees that any additional terms and conditions, whether submitted purposely or inadvertently, shall have no force or effect.
    3. Definitions:
      1. Bidder: Company, firm, corporation, partnership, individual, etc., submitting a response to an Invitation for Bids.
      2. Term contract: A contract generally intended to cover all normal requirements for a commodity for a specified period of time based on estimated quantities only.
      3. Statewide term contract: A Term Contract for all agencies, unless exempted by statute, rule, or special term and condition specific to this bid.
      4. Agency specific term contract: A Term Contract for a specific agency.
      5. Open market contract: A contract for the purchase of a commodity not covered by a term contract.
    4. Execution: Failure to sign under execution section will render bid invalid.
    5. Order of precedence: In cases of conflict between specific provisions in this bid, the order of precedence shall be (1) special terms and conditions specific to this bid, (2) specifications, (3) North Carolina General Contract Terms and Conditions, and (4) Instructions to Bidders.
    6. Time for consideration: Unless otherwise indicated on the first page of this document, bidder’s offer shall be valid for 45 days from the date of bid opening.  Preference may be given to bids allowing not less than 45 days for consideration and acceptance.
    7. Prompt payment discounts: Bidders are urged to compute all discounts into the price offered. If a prompt payment discount is offered, it will not be considered in the award of the contract except as a factor to aid in resolving cases of identical prices.
    8. Specifications: Any deviation from specifications indicated herein must be clearly pointed out; otherwise, it will be considered that items offered are in strict compliance with these specifications, and bidder will be held responsible therefore. Deviations shall be explained in detail. The bidder shall not construe this paragraph as inviting deviation or implying that any deviation will be acceptable.
    9. Information and descriptive literature: Bidder is to furnish all information requested and in the spaces provided in this document. Further, if required elsewhere in this bid, each bidder must submit with their bid sketches, descriptive literature and/or complete specifications covering the products offered. Reference to literature submitted with a previous bid will not satisfy this provision. Bids which do not comply with these requirements will be subject to rejection.
    10. Recycling and source reduction: It is the policy of this State to encourage and promote the purchase of products with recycled content to the extent economically practicable, and to purchase items which are reusable, refillable, repairable, more durable, and less toxic to the extent that the purchase or use is practicable and cost-effective. We also encourage and promote using minimal packaging and the use of recycled/recyclable products in the packaging of commodities purchased. However, no sacrifice in quality of packaging will be acceptable. The company remains responsible for providing packaging that will protect the commodity and contain it for its intended use. Companies are strongly urged to bring to the attention of the purchasers, in the agency which issued the solicitation document, those products or packaging they offer which have recycled content and that are recyclable.
    11. Clarifications/interpretations: Any and all questions regarding this document must be addressed to the purchaser named on the cover sheet of this document. Do not contact the user directly. Any and all revisions to this document shall be made only by written addendum from the agency which issued the solicitation document. The bidder is cautioned that the requirements of this bid can be altered only by written addendum and that verbal communications from whatever source are of no effect.
    12. Acceptance and rejection: Central Piedmont reserves the right to reject any and all bids, to waive any informality in bids and, unless otherwise specified by the bidder, to accept any item in the bid. If either a unit price or extended price is obviously in error and the other is obviously correct, the incorrect price will be disregarded.
    13. References: Central Piedmont reserves the right to require a list of users of the exact item offered. Central Piedmont may contact these users to determine acceptability of the bid. Such information may be considered in the evaluation of the bid.
    14. Taxes:
      1. Federal: All agencies participating in this contract are exempt from Federal Taxes, such as excise and transportation. Exemption forms submitted by the contractor will be executed and returned by the using agency.
      2. Other: Prices offered are not to include any personal property taxes, nor any sales or use tax (or fees) unless required by the North Carolina Department of Revenue.
    15. Award of contract: As directed by statute, qualified bids will be evaluated and acceptance may be made of the lowest and best bid most advantageous to Central Piedmont as determined upon consideration of such factors as:  prices offered; the quality of the articles offered; the general reputation and performance capabilities of the bidders; the substantial conformity with the specifications and other conditions set forth in the bid; the suitability of the articles for the intended use; the related services needed; the date or dates of delivery and performance; and such other factors deemed by Central Piedmont to be pertinent or peculiar to the purchase in question.  Unless otherwise specified by Central Piedmont or the bidder, Central Piedmont reserves the right to accept any item or group of items on a multi-item bid. In addition, on term contracts, Central Piedmont reserves the right to make partial, progressive or multiple awards: where it is advantageous to award separately by items; or where more than one supplier is needed to provide the contemplated requirements as to quantity, quality, delivery, service, geographical areas; other factors deemed by Central Piedmont to be pertinent or peculiar to the purchase in question.
    16. Historically underutilized businesses: Pursuant to General Statute 143-48 and Executive Order #77, the State invites and encourages participation in this procurement process by businesses owned by minorities, women, disabled, disabled business enterprises and non-profit work centers for the blind and severely disabled.
    17. Confidential information: As provided by statute and rule, the agency which issued the solicitation document will consider keeping trade secrets which the bidder does not wish disclosed confidential. Each page shall be identified in boldface at the top and bottom as “CONFIDENTIAL” by the bidder. Cost information shall not be deemed confidential.  In spite of what is labeled as a trade secret, the determination whether it is or not will be determined by North Carolina law.
    18. Samples: Sample of items, when required, must be furnished as stipulated herein, free of expense, and if not destroyed will, upon request be returned at the bidder’s expense. Request for the return of samples must be made within 10 days following date of bid opening. Otherwise the samples will become Central Piedmont property. Each individual sample must be labeled with the bidder’s name, bid number, and item number. A sample on which an award is made, will be retained until the contract is completed, and then returned, if requested, as specified above.
    19. Protest procedures: When an offeror wants to protest a contract awarded pursuant to this solicitation, that is over $25,000, they must submit a written request to the Executive Officer of the agency which issued the solicitation document at the address given in the solicitation document entitled “Mailing Instructions”. This request must be received in the office of the issuing agency within thirty (30) consecutive calendar days from the date of the contract award, and must contain specific sound reasons and any supporting documentation for the protest. Note: Contract award notices are sent only to those actually awarded contracts, and not to every person or firm responding to this solicitation. All protests will be handled pursuant to the North Carolina Administrative Code, Title 1, Department of Administration, Chapter 5, Purchase and Contract, Section 5B.1519.
    20. Miscellaneous: Masculine pronouns shall be read to include feminine pronouns, and the singular of any word or phrase shall be read to include the plural and vice versa.
  • Instructions for Quotes

    1. Read, review, and comply: It shall be the offeror’s responsibility to read this entire document, review all enclosures and attachments, and comply with all requirements specified herein.
    2. Notice to offerors: All quotes are subject to the provisions of the Instructions for Quotes, special terms and conditions specific to this Request for Quotes, the specifications, and the North Carolina General Contract Terms and Conditions. Central Piedmont objects to and will not evaluate or consider any additional terms and conditions submitted with a quote.  This applies to any language appearing in or attached to the document as part of the offeror’s response. Do not attach any additional terms and conditions. By execution and delivery of this document, the offeror agrees that any additional terms and conditions, whether submitted purposely or inadvertently, shall have no force or effect.
    3. Definitions:
      1. Offeror: Company, firm, corporation, partnership, individual, etc., submitting a response to a Request for Quotes.
      2. Term contract: A contract generally intended to cover all normal requirements for a commodity for a specified period of time based on estimated quantities only.
      3. Statewide term contract A Term Contract for all agencies, unless exempted by statute, rule, or special term and condition specific to this quote.
      4. Agency specific term contract:  A Term Contract for a specific agency.
      5. Open market contract: A contract for the purchase of a commodity not covered by a term contract.
    4. Execution: Failure to sign under execution section will render quote invalid.
    5. Time for consideration: Unless otherwise indicated on the first page of this document, the offer shall be valid for 45 days from the date of quote opening.  Preference may be given to quotes allowing not less than 45 days for consideration and acceptance.
    6. Prompt payment discounts: Offerors are urged to compute all discounts into the price offered.  If a prompt payment discount is offered, it will not be considered in the award of the contract except as a factor to aid in resolving cases of identical prices.
    7. Specifications: Any deviation from specifications indicated herein must be clearly pointed out; otherwise, it will be considered that items offered are in strict compliance with these specifications, and offeror will be held responsible therefore.  Deviations shall be explained in detail.  The offeror shall not construe this paragraph as inviting deviation or implying that any deviation will be acceptable.
    8. Order of precedence: In cases of conflict between specific provisions in this quote, the order of precedence shall be (1) special terms and conditions specific to this quote, (2) specifications, (3) North Carolina General Contract Terms and Conditions, and (4) Instructions for Quotes.
    9. Information and descriptive literature: Offeror is to furnish all information requested and in the spaces provided in this document.  Further, if required elsewhere in this quote, each offeror must submit with their quote sketches, descriptive literature and/or complete specifications covering the products offered.  Reference to literature submitted with a previous offer will not satisfy this provision. Quotes which do not comply with these requirements will be subject to rejection.
    10. Recycling and source reduction: It is the policy of this State to encourage and promote the purchase of products with recycled content to the extent economically practicable, and to purchase items which are reusable, refillable, repairable, more durable, and less toxic to the extent that the purchase or use is practicable and cost-effective. We also encourage and promote using minimal packaging and the use of recycled/recyclable products in the packaging of commodities purchased.  However, no sacrifice in quality of packaging will be acceptable.  The company remains responsible for providing packaging that will protect the commodity and contain it for its intended use. Companies are strongly urged to bring to the attention of the purchasers in the Division of Purchase and Contract those products or packaging they offer which have recycled content and that are recyclable.
    11. Clarification/interpretation: Any and all questions regarding this document must be addressed to the purchaser named on the cover sheet of this document.  Do not contact the user directly.  Any and all revisions to this document shall be made only by written addendum from the Division of Purchase and Contract.  The offeror is cautioned that the requirements of this quote can be altered only by written addendum and that verbal communications from whatever source are of no effect.
    12. Acceptance and rejection: Central Piedmont reserves the right to reject any and all quotes, to waive any informality in quotes and, unless otherwise specified by the offeror, to accept any item in the quote.  If either a unit price or extended price is obviously in error and the other is obviously correct, the incorrect price will be disregarded.
    13. References: Central Piedmont reserves the right to require a list of users of the exact item offered. Central Piedmont may contact these users to determine acceptability of the quote.  Such information may be considered in the evaluation of the quote.
    14. Historically underutilized businesses: Pursuant to General Statute 143-48 and Executive Order #150, Central Piedmont invites and encourages participation in this procurement process by businesses owned by minorities, women, disabled, disabled business enterprises and non-profit work centers for the blind and severely disabled.
    15. Award of contract: Qualified quotes will be evaluated and acceptance may be made of the lowest and best quote most advantageous to Central Piedmont as determined upon consideration of such factors as:  prices offered; the quality of the articles offered; the general reputation and performance capabilities of the offerors; the substantial conformity with the specifications and other conditions set forth in the quote; the suitability of the articles for the intended use; the related services needed; the date or dates of delivery and performance; and such other factors deemed by Central Piedmont to be pertinent or peculiar to the purchase in question.  Unless otherwise specified by Central Piedmont or the offeror, Central Piedmont reserves the right to accept any item or group of items on a multi-item quote. In addition, on term contracts, Central Piedmont reserves the right to make partial, progressive or multiple awards: where it is advantageous to award separately by items; or where more than one supplier is needed to provide the contemplated requirements as to quantity, quality, delivery, service, geographical areas; other factors deemed by Central Piedmont to be pertinent or peculiar to the purchase in question.
    16. Confidential information: As provided by statute and rule, Central Piedmont will consider keeping trade secrets which the offeror does not wish disclosed confidential. Each page shall be identified in boldface at the top and bottom as “Confidential” by the offeror. Cost information shall not be deemed confidential. In spite of what is labeled as a trade secret, the determination whether it is or not will be determined by North Carolina law.
    17. Taxes:
      1. Federal: All agencies participating in this contract are exempt from Federal Taxes, such as excise and transportation. Exemption forms submitted by the contractor will be executed and returned by the using agency.
      2. Other: Prices offered are not to include any personal property taxes, nor any sales or use tax (or fees) unless required by the North Carolina Department of Revenue.
    18. Samples: Sample of items, when required, must be furnished as stipulated herein, free of expense, and if not destroyed will, upon request be returned at the offeror’s expense.  Request for the return of samples must be made within 10 days following date of quote opening.  Otherwise the samples will become Central Piedmont property.  Each individual sample must be labeled with the offeror’s name, quote number, and item number.  A sample on which an award is made, will be retained until the contract is completed, and then returned, if requested, as specified above.
    19. Protest procedures: When an Offeror wants to protest a contract award pursuant to this solicitation, that is over $25,000, they must submit a written request to the  State Purchasing Officer at the address given in the Request for Quotes entitled “Mailing Instructions”. This request must be received in the Division of Purchase and Contract within thirty (30) consecutive calendar days from the date of the contract award, and must contain specific sound reasons and any supporting documentation for the protest.  Note:  Contract award notices are sent only to those actually awarded contracts, and not to every person or firm responding to this solicitation.  Offerors may call the purchaser listed on the first page of this document to obtain a verbal status of contract award. All protests will be handled pursuant to the North Carolina Administrative Code Title 1, Department of Administration, Chapter 5, Purchase and Contract, Section 5B.1519.
    20. Miscellaneous: Masculine pronouns shall be read to include feminine pronouns, and the singular of any word or phrase shall be read to include the plural and vice versa.

Procurement Information for Central Piedmont Employees