NC State University conducts purchasing in accordance with State laws of North Carolina. We have developed this supplier center to acquaint you with our open, ethical, and sound procurement policies and procedures. Suppliers interested in establishing a good business relationship with the University are encouraged to read this material first.Have you read the Supplier Guidelines?
- Posting of Bids
- Terms and Conditions for Quotations, Bids & Proposals
- Historically Underutilized Businesses (HUB) Program
- Supplier Insurance Requirements
- Submit a PO Invoice
Posting of Bids
NC State University bids are posted using the Interactive Purchasing System (IPS), which is managed by the State of North Carolina, Division of Purchase and Contract. This on-line system is designed to electronically notify registered suppliers of opportunities for their specified commodities. Only registered suppliers will receive notification of Request for Quote or Request for Proposal opportunities. To register for automatic electronic notification, please use Vendor Link NC. Suppliers may also routinely check the same site for a listing of opportunities from NC State University and other state agencies.Anyone can search the IPS site by entering the WEB address, but only those suppliers registered will receive automatic electronic notification.
Terms and Conditions (for NCSU Request for Quotations)
Historically Underutilized Businesses (HUB) Program
The University is interested in communicating opportunities with all vendors. In support of Supplier Diversity, NC State is actively cultivating business relationships with historically underutilized businesses (HUB). This program is intended to stimulate the economic development of minority, women-owned, and physically disabled businesses. Procurement Services places orders with HUB suppliers whenever appropriate. University departments are encouraged to seek out suppliers who have obtained HUB certification status with the NC Department of Administration (DOA) HUB Office. The HUB Business Directory is maintained by the Division of Purchase and Contract. These directories list HUB suppliers alphabetically, by commodity number, and by construction industry number.
Supplier Insurance Requirements
Providing and maintaining adequate insurance coverage is a material obligation of any supplier performing work for the University. 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 supplier 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. The limits of coverage under each insurance policy maintained by the contractor shall not be interpreted as limiting the supplier’s liability and obligations for work performed for the University. INSURANCE: During the term of any work provided for NC State University, the supplier shall, at its sole cost and expense, 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: a. 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 $1,000,000.00, covering all of Contractor’s employees who are engaged in any work under the contract. If any work is subcontracted, the contractor shall require the subcontractor to provide the same coverage for any of its employees engaged in any work under the contract. b. Commercial General Liability – General Liability Coverage on a Comprehensive Broad Form on an occurrence basis in the minimum amount of $1,000,000.00 Combined Single Limit. (Defense cost shall be in excess of the limit of liability. c. 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 $1,000,000.00 bodily injury and property damage; $1,000,000.00 uninsured/under insured motorist; and $1,000.00 medical payment.
Submit a PO Invoice
To expedite Purchase Order (PO) invoice processing and eliminate delays, submit invoices to Accounts Payable by mail: NC State University Accounts Payable Campus Box 7204 2711 Sullivan Drive Raleigh, NC 27695 Submission of a PO invoice should not be assumed to indicate the immediate remittance of payment. In order for a payment to process, the PO invoice quantity and dollar amount must match the purchase order indicated on the invoice and the department must acknowledge receipt through electronic receiving.
Procurement Services and Accounts Payable have teamed up to initiate a new comprehensive payments program designed to mitigate risk and strengthen NC State supplier relationships. The payment processes are:
Electronic supplier payments via credit card. Offered by Bank of America
Largest B2B electronic payment network. Offered by Bottomline Technologies
We are currently conducting supplier enrollment campaigns for both programs. Please refer to our frequently asked questions pages for the Virtual Payables program and for the Paymode-X program respectively.
This payment strategy has the approval of NC State leadership. See memo signed by the Vice Chancellor for Finance and Administration.