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Bidding Basics

FOR ITEMS NOT COVERED ON STATE TERM CONTRACTS'

The Statutes of the State of North Carolina require the solicitation of written bids by the State Purchase and Contract Division when the total purchase is $5,000 or more.  UNCW limits for processes to obtain this competition are:

A. Under $5,000

  • No competition required
  • Purchases randomly checked by Associate Director
  • It will be the purchasing agents' discretion to obtain quotes if they deem in the best interest of the University
  • Note: Even though competition is not required, a purchase order should be obtained prior to receipt of goods or services

B. $5,000 - $10,000

  • Informal process – verbal quotes permitted
  • Solicit quotes (minimum of three preferred)
  • Written quotes preferred but verbal quotes acceptable when timing constraints demand
  • UNCW quote forms preferred but vendor forms acceptable when timing constraints demand
  • Can be posted on IPS
  • Purchase approved by Director or Associate Director
  • Averages two (2) to three (3) weeks. Even in case of a waiver of competition a written request for quote will be sent to the sole source vendor in order to document firm pricing and terms & conditions

C. $10,000 - $25,000

  • Informal process – written quotes required
  • UNCW format (RFQ, RFP) required
  • Original signatures required but faxed signatures accepted only when timing restraints demand (documentation required)
  • Can be posted on IPS
  • Purchase approved by Director or Associate Director
  • Averages two (2) to three (3) weeks. Even in case of a waiver of competition a written request for quote will be sent to the sole source vendor in order to document firm pricing and terms & conditions

D. $25,000 - $500,000

  • Issue formal bids – written bid (IFB or RFP)
  • Public advertisement required (IPS web site, newspaper or public access TV as applicable)
  • Purchase approved by Director or Associate Director
  • Takes approximately 30 days – 45 days

E. $500,000 +

  • Requisition prepared and sent to State Purchase & Contract for bid and/or approval
  • Takes 30- 90 days

 


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