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.

Information

  • 2019 Year-End Deadlines and Information

    Central Piedmont's fiscal period is July 1st thru June 30th. Central Piedmont has established year-end deadlines for encumbering state and county funds, receiving of goods, petty cash reimbursements, p-card charges, etc.

    Year end forums have been scheduled to review and answer questions regarding the established year end deadlines. Forums have been scheduled for February 12 and 14. Year End Forums are in LearnerWeb, so please register as space is limited. Need requisition training so you can meet the established year end deadlines? Visit our Training page for information.

    Reminder: At all times, expected expenses from Central Piedmont vendors that can not pay via P-card must be encumbered thru the NC E-Procurement system prior to services being rendered or goods being ordered.  At year end, internal charges such as P-card, postage and travel will be encumbered thru our Central Piedmont Colleague system.  Contact your buyer with questions.

  • Did You Know...

    • The Department of Administration, Division of Purchase, and Contracts has released a new Statewide Term Contract for all types of furniture. The new Statewide Term Contract replaces the previous Statewide Term Contracts for furniture contracts. The new contract contains specific requirements surrounding its use. In accordance with North Carolina General Statue 148-134, agencies shall give preference to Correction Enterprises when purchasing furniture. When entering a NC E-Procurement requisition for furniture being purchased off of this contract, a waiver from Correction Enterprises must be attached to the requisition confirming they are not able to fulfill the specific furniture purchase.
    • Our dedicated FSI account representative is Karen Strawther. Karen can be reached at 800.559.2869 ext. 3434. Beth Malpass will remain as Central Piedmont's customer service representative. If you have any questions or inquiries regarding ordering of your office supplies from our NC Statewide Term Contract vendor, FSI Office, please let them know.
    • The p-card cannot be used to purchase items considered to be High Risk. Please refer to the Inventory Control and Equipment Guidelines for specific items.
    • Vendors can be debarred from doing business with the State. If a vendor is debarred, Central Piedmont cannot do business with them, including use of the p-card.
  • Fuel Card

    The Central Piedmont Fuel Card program has reduced fuel cost to the college by eliminating state and federal fuel tax from Central Piedmont fuel purchases.

    A fuel card is to be used for unleaded fuel and diesel fuel purchases for college owned vehicles only.  All other fuel purchases are prohibited. The fuel card can only be used by the cardholder. A fuel card cannot be passed on to other persons. A cardholder is required to enter an accurate odometer reading at the pump when purchasing fuel for a college owned vehicle. A cardholder is required to retain all fuel receipts for audit purposes.

  • Methods of Purchase for Goods, Services, and Equipment

    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
    • Not available on established state term contract and Total is not over $50,000 (State ITS purchases maintain a $25,000 limit): May be purchased locally by soliciting competitive quotations or bids, or purchase thru local term contracts.
      • When conditions warrant, local term contracts may be established by Procurement after bid solicitation.
    • Not available on established state term contract and Total is over $50,000: Bids are solicited by the State of NC Division of Purchase and Contract.
    • P-card purchases cannot exceed $2,500 per transaction.
      • Note:  Regardless of dollar amount, P-card cannot be used to purchase equipment, tablets 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.
    • 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.
  • Contracts

    All contracts/agreements between Central Piedmont and vendors must be reviewed and approved by your Buyer in Procurement and by Vietta Durnin in Risk Management before the contract/agreement is signed. Procurement will review to ensure compliance with NC terms and conditions.  Risk Management will review to ensure all risks and liabilities are identified and managed.

    Due to the 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 and to Vietta Durnin.

  • Gift Cards/Debit Cards

    Central Piedmont departments are not permitted to use college funds to purchase retail gift cards/debit cards to distribute to employees. IRS regulations consider gift cards/debit cards to be a cash equivalent with a requirement to be added to an employees W-2 earnings as taxable income.

  • Disposal of Used Goods and Equipment

    State law does not allow Central Piedmont to sell goods or equipment to individuals, nor give or donate them to groups or non-profits.  Any proceeds generated from the sale of such items will go into the general equipment fund rather than to the department which bought or used the equipment. Legal and proper disposal of college equipment must be handled thru Central Piedmont Inventory Control. Individuals or departments should never sell, give away, or discard equipment items.

  • Going Green

    We have all heard  the terms "Going Green," "Green Purchasing," "Sustainability," and "Recycling."  It is becoming vital to sustaining our future and those of future generations. The following are links and information on how it affects Central Piedmont and how the Central Piedmont Procurement Department is helping to encourage the "Going Green" process:

  • Historically Underutilized Businesses

  • Iran Divestment Act

    Iran Divestment Act (IDA) change effective October 1, 2017:

    Requisitioners and p-card holders must verify that a vendor is not a prohibited vendor per North Carolina State Treasurer’s Final Divestment list and the Iran Parent and Subsidiary Guidance list prior to purchasing, awarding, requisitioning or placing a purchase order with a vendor.

    Due to this change, the p-card limit per transaction will be set to $2,500 and it is no longer required that a written Iran Divestment Act Certification Form be obtained from each vendor.

  • P-Card Manual

  • Unauthorized Purchases (Purchase of Goods or Services before a Purchase Order is Created)

    In accordance with NC Statutes, a Purchase Order must be in place before any goods are ordered or any services rendered. The college’s visa purchasing card may be used within purchasing card guidelines.

    Guidelines:

    1. Unauthorized purchase of GOODS when Purchase Order is not in place prior to goods received:

    • If an unauthorized purchase occurs, employees involved in the purchase must attend Procurement training and the goods may need to be returned if not properly procured. Fees associated with the unauthorized purchase must be paid by the department procuring the goods.
    • If unauthorized purchases continue, the employee’s supervisor will be notified and if necessary requisition access rights may be temporarily removed.

    2.  Unauthorized purchase of SERVICES when Purchase Order is not in place prior to services rendered:

    • If an unauthorized purchase occurs, employees involved in the purchase must attend Procurement training.
    • If unauthorized purchases continue, the employee's supervisor will be notified and if necessary requisition access rights may be temporarily removed.

    NOTE: Purchase orders issued after a purchase has been made are only to be allowed with the Procurement Departments approval. No department or individual is allowed to make purchases without a purchase order number being assigned in advance or by using a procurement card. Procurement has sole authority to make exceptions to this procedure when requested in advance.

  • Quick Reference External Links

  • Procurement Mission Statement

    Procurement Services supports Central Piedmont’s mission by procuring supplies, equipment, and services in a timely manner and by obtaining the most advantageous pricing. We provide information, assistance, and service to our faculty and staff, who are then better able to service our students.

  • Educational Buyer Code of Ethics

    1. Give first consideration to the objectives and policies of my institution.
    2. Strive to obtain the maximum value for each dollar of expenditure.
    3. Decline personal gifts or gratuities.
    4. Grant all competitive suppliers equal consideration insofar as state or federal statute and institutional policy permit.
    5. Conduct business with potential and current suppliers in an atmosphere of good faith, devoid of intentional misrepresentation.
    6. Demand honesty in sales representation whether offered through the medium of a verbal or written statement, an advertisement, or a sample product.
    7. Receive consent of originator of proprietary ideas and designs before using for competitive purchasing purposes.
    8. Make every reasonable effort to negotiate an equitable and mutually agreeable settlement of any controversy with a supplier; and/or willing to submit any major controversies to arbitration or other third party review, insofar as the policies of my institution permit.
    9. Accord a prompt and courteous reception insofar as conditions permit to all who call on legitimate business missions.
    10. Cooperate with trade, industrial and professional associations, and with governmental and private agencies for the purposes of promoting and developing sound business methods.
    11. Foster fair, ethical and legal trade practices.
    12. Counsel and cooperate with National Association of Educational Buyers members and promote a spirit of unity and a keen interest in professional growth among them.