University Vendor Handbook

The primary goal of all purchasing at The University of North Carolina at Greensboro is to acquire the needs of the campus within statutory, regulatory and procedural guidance in an efficient and effective manner. In doing so, the University’s Procurement Services Department’s objective is to purchase commodities and contractual services at a fair and reasonable cost with timely delivery and proper vendor performance.

The University’s Procurement Services Department is the sole department on campus having the authority to place purchase orders and authorize the use of small purchase procedures by campus departments. The University’s needs are comprised of commodities (i.e., supplies, materials, and equipment), contractual services (to include, printing, professional, and consultant services), and construction repair and renovation. These needs may be acquired through a purchase, rental, lease, lease-purchase or installment purchase.

Commitments made by individuals who do not have the specific authority to obligate the University may not be recognized by the University. Requests for deliveries of commodities or the performance of contractual services should not be fulfilled unless the individual making the request presents evidence of the purchase being authorized by the Procurement Services Department.

The keystones to the University’s purchasing processes are “competition” and the principles of fairness, impartiality, and propriety.

1. Purchase Orders are a legal document issued by The University of North Carolina Greensboro for those supplies, materials, equipment and/or services specified. This document is binding (subject to paragraph 2) when issued by an authorized or duly designated agent of the University.
2. Purchase Orders are subject to shipment, delivery and/or performance at prices, amount and transportation rates not in excess of those specified on the face of this order. By acceptance of this order, the Conditions and Instructions listed hereon and the General Statutes will only be shipped to the address specified on the Purchase Order.
3. Each shipment must be marked to the attention of the Department indicated on the face of this order, and plainly and clearly labeled with the Purchase Order number. Shipments will only be shipped to address specified on the Purchase Order.
4. Complete packing list(s) should accompany each shipment.
5. When materials are shipped against this order by shipper other than that specified on the Purchase Order, the shipper must be instructed to follow the shipping instructions on face of this order. The shipper, as well, will show the Purchase Order number on all packages and shipping manifests to assure prompt identification and payment of invoices.
6. Materials received in excess of quantities specified herein may, at the University’s option, be returned at shipper’s expense to point of origin.
7. Invoices will be submitted on date of shipment to UNCG Accounts payable. Invoices will clearly show Purchase Order number, terms of payment, and routing. See billing instructions on face of this order.
8. If invoice is subject to discount, the discount period will be calculated from the date of acceptance by the University at destination. 10. North Carolina General Statute 105-164.13(52) provides exemption from NC sales tax or use tax, tax exemption #400004. Do not include the cost of the following taxes in calculating prices as State supported institutions are exempt from payment thereof:
   • Federal transportation tax
   • Federal excise tax
9. By shipment, delivery and/or performance under this order, it is represented that the price hereunder was not arrived at collusively and does not violate federal or North Carolina antitrust law.
10. Purchase Orders are NOT transferable to another company. Invoices must be received from vendor named on face of the order.
11. The University of North Carolina at Greensboro is not responsible for goods delivered or services rendered that are not a part of this order. Dispute resolution will be in accordance with those procedures prescribed by the University. Any such correspondence will be addressed to the office issuing this order.
12. All University of North Carolina at Greensboro orders are subject to cancellation, except those in transit. The University reserves the right to terminate this order for any form of default and to reprocure with additional cost born by this order.
13. Pursuant to G.S. 143-48 and Executive Order No. 77, UNCG and the State invites and encourages participation by businesses owned by minorities, women and the disabled.
14. Vendors shall provide disabled accessible electronic and information technology products and services in compliance with Sections 504 and 508 of the Rehabilitation Act of 1973, 29 U.S.C. 794 & 794d, as assembled.
15. Vendor acknowledges that no provision of any purchase order, click-wrap agreement, or other similar documentation will be deemed to modify, add to, or supersede any provision of this Purchase Order. The terms and conditions outlined in this Purchase Order override all online “click-through” agreements, any “click-wrap” agreements, any automatic, update agreements, and any other agreement, of whatever kind, whereby users of the Software or Hardware purport to enter into or accept contractual terms or conditions that are different from, or in addition to, this Purchase Order.
16. Insurance
    • Coverage
      During the term of the contract, the contractor at its sole cost and expense shall provide commercial insurance of such type and with such terms and limits as may be reasonably associated with the contract. As a minimum, the contractor shall provide and maintain the following coverage and limits:
      • Worker’s Compensation
        The contractor shall provide and maintain Worker’s Compensation Insurance, as required by the laws of North Carolina, as well as employer’s liability coverage with minimum limits of $150,000.00, covering all of contractor’s employees who are engaged in any work under the contract. If any work is sublet, the contractor shall require the subcontractor to provide the same coverage for any of his employees engaged in any work under the contract.
      • Commercial General Liability
        General Liability Coverage on a Comprehensive Broad Form on an occurrence basis in the minimum amount of $500,000.00 Combined Single Limit. (Defense cost shall be in excess of the limit of liability.)
      • Automobile
        Automobile Liability Insurance, to include liability coverage, covering all owned, hired and non-owned vehicles, used in connection with the contract. The minimum combined single limit shall be $150,000.00 bodily injury and property damage; $150,000.00 uninsured/under insured motorist; and $1,000.00 medical payment.
    • Requirements
      Providing and maintaining adequate insurance coverage is a material obligation of the contractor and is of the essence of this contract. All such insurance shall meet all laws of the State of North Carolina. Such insurance coverage shall be obtained from companies that are authorized to provide such coverage and that are authorized by the Commissioner of Insurance to do business in North Carolina. The contractor shall at all times comply with the terms of such insurance policies, and all requirements of the insurer under any such insurance policies, except as they may conflict with existing North Carolina laws or this contract. The limits of coverage under each insurance policy maintained by the contractor shall not be interpreted as limiting the contractor’s liability and obligations under the contract.
17. This Purchase will be governed and construed in accordance with the laws of the State of North Carolina and any dispute arising out of this agreement shall be filed in a court of competent jurisdiction in Guilford County, North Carolina.

The Procurement Services Department’s office hours are 8:00 a.m. to 5:00 p.m. (ET). Please refer to the Staff page for Purchasing Staff contact information.

Mailings to the Procurement Services Department may be addressed to:

UNCG Procurement Services
840 Neal St, Suite 203
Greensboro, North Carolina 27403

OR

UNCG Procurement Services
P.O. Box 26170
Greensboro NC 27402-6170

Vendors will need to schedule an appointment prior to visiting the Procurement Services Department.

Competition serves as the basic architecture of all University purchasing. Awards are typically made to the lowest and most advantageous offer. Factors which are considered in making this determination include: product or service cost, quality, suitability and conformity, delivery and performance, the vendor’s capacity and capability to perform.

Campus departments play an active role in performing value and price analyses prior to an award as well as in contract administration and quality assurance. Solely the University Procurement Services Department, however, has the authority to alter any obligation legally created on behalf of the University as well as cause any termination action.

In addition to the competitive practices, purchasing at the University adheres to the use of State mandated and preferred sources of supply.

• State Term Contracts are entered into by the State Division of Purchase and Contract and Information Technology Services to acquire favorable prices for many commonly used items across the state.

As well, the University supports other programs levied by statute, to include:

• Historically Underutilized Businesses (HUB) which include businesses which are :owned by minorities, women, and persons with disabilities; disabled business enterprises; non-profit workshops for the blind and severely handicapped. The University’s use of HUB vendors broadens the competitive base of the University’s purchasing.
• Recycled Products are purchased where feasible and economically practical. Recycled content products incorporate waste materials and by-stream products that have been recovered or diverted from the solid waste stream.

Vendors are welcomed to make sales calls on the campus of the University when pre-arranged and scheduled at the discretion of the campus department. Such sales calls should be limited to keeping the campus department informed of new items or services being introduced into the market and to provide information on various aspects of the vendor’s products.

Vendors, however, are cautioned that campus departments may not commit the University at the time of the sales call. The use of vendor equipment for demonstration and evaluation purposes is permissible provided no obligation is made to the vendor to purchase the equipment. Any requirement resulting from the sales call will be properly processed according to University purchasing practices.

Arrangements for space for product demonstrations may be requested when submitted through the appropriate campus department head and the Procurement Services Department. The vendor will be responsible for all expenses incurred in such a demonstration. The University will not accept any responsibility for the safety of the vendor’s equipment nor obligate itself to any purchase as a result of the demonstration.

When a vendor offers equipment for evaluation without the obligation to purchase and the campus department is willing to have the equipment installed for evaluation purposes, the vendor must secure a written agreement with the Procurement Services Department to such effect prior to placing the equipment on the campus.

Vendors are cautioned that State statute (North Carolina General Statute 133-32) prohibits State employees from accepting gifts, favors or gratuities from vendors. The statute states that it is unlawful for any vendor who has a current contract with a governmental agency, has performed under such a contract within the past year, or anticipates participating in the solicitation of such contract in the future to give gifts or favors to any employee who is charged with preparing plans, specifications, or estimates for public contract, awarding or administering such contracts, or inspecting or supervising contract performance. This exclusion also applies to any State employee willfully receiving or accepting such gifts or favors.

In addition to these restrictions, vendors are required to certify (North Carolina General Statute 133-30) while participating in the University’s purchasing that any offer, quotation or proposal it may submit is not arrived at collusively nor otherwise in violation of Federal or North Carolina antitrust law. General Statute 143-54 provides for the penalty of perjury in the instance of any found violations.

Please visit the North Carolina electronic Vendor Portal (eVP):  https://evp.nc.gov/

Please visit the North Carolina electronic Vendor Portal (eVP):  https://evp.nc.gov/

Please visit the North Carolina electronic Vendor Portal (eVP):  https://evp.nc.gov/

University Purchasing “Benchmark”

• Commodity requirements submitted to State Division of Purchase & Contract for purchase
• Contract Services solicited by University and submitted to State Division of Purchase & Contract for approval
• Consultant Services solicited by University and submitted to State Division of Purchase & Contract for approval by the State Office of the Governor

Competition Required (defined as three or more offers)

• Above $29,000

Written Proposals obtained by Procurement Services Department

• Above $29,000

Solicitation posted to the State Interactive Purchasing System (IPS) Website by Procurement Services Department

• Above $75,000
  NOTE: Procurement Services has authority to modify as needed on a case by case basis.

Purchase Orders

• Not constrained by dollar value.
• Issued by Procurement Services Department; competition required above $29,000; price and value analysis performed prior to issuance of Purchase Order; Vendor not to perform nor deliver without receipt of Purchase Order or confirmation of award by Procurement Services Department.

PCard

• $4,999.99 or less
• VISA Card

Letter Contract

• Total contract value (cap) cited in Letter.
• Contract instrument establishing award to a Vendor; deliveries or performance ordered by issuance of separate Purchase Orders by Procurement Services Department; Competition required above total contract value of $29,000; Principally used in annual Repair & Renovation, and Moving contracts.

Delegations to Campus

• Not exceeding $29,000.

Physical Plant, Residence Life, Dining

• Up to $300,000 for repair and renovation.

Athletics Department

• Up to $29,000 for athletic apparel.

University Publications and SERVE

• Up to $29,000 for publications; printing.

Request for Proposals (RFP)

• $29,000 or greater
• Issued by Procurement Services Department using University forms on a competitive basis. University’s issuance of a Purchase Order is acceptance of Vendor’s proposal and forms binding contract.
• Cost and delivery are usually the dominate award factors although other factors may be considered.

‘Two-Step’ Request for Proposals (RFP)

• $29,000 or greater
• Issued by Procurement Services Department using University forms on a competitive basis where Vendor must submit separate Technical and Cost Proposals; only Cost Proposals of Vendors whose Technical Proposals are accepted are considered for award. University’s issuance of a Purchase Order is acceptance of Vendor’s proposal and forms binding contract.
• Cost is usually not the dominate award factor; Evaluation of Vendor’s offered commodity or service along with past performance may be dominate award factors.

Invitation for Bid (IFB)

• $29,000 or greater
• Issued by Procurement Services Department via eVP website to secure pricing on a competitive basis. University’s issuance of Purchase Order is acceptance of Vendor’s bid and becomes binding upon Vendor’s performance.
• Compliance with specifications, cost and delivery are major award factors.

Request for Information and Planning Purposes (RFI)

• $29,000 or greater
• Issued by Procurement Services Department to obtain product/service and pricing information for ‘planning purposes’ only. Vendor under no obligation to respond. University not responsible for any costs incurred by Vendor.
• No award is made as a result of an RFI. University may or may not formally resolicit requirement for award following an RFI.

• University’s Taxpayer ID Number: 566001468
• University’s Federal Tax Exemption Registry Number (Chapter 32, Internal Revenue Code): 400004