The purpose of these supplier guidelines is to acquaint prospective bidders and suppliers with the purchasing procedures used by NC State.
The university intends that its purchasing be conducted in accordance with state laws so that the taxpayer receives full value for each dollar of public funds spent. To that end, the university’s procedures conform to open, ethical and sound procurement policies. Qualified suppliers, therefore, are invited to compete for university’s business, which consists of a variety of goods and services.
The Division of Purchase and Contract, part of North Carolina’s Department of Administration, has the responsibility for administering the state’s program for the acquisition of personal property and services. The Finance Division carries out its responsibilities according to the North Carolina General Statutes, Article 3 of Chapter 143 and rules and regulations adopted by the Secretary of Administration after consultation with the Advisory Budget Commission. For most expenditures under $250,000 and for specially designated purchases, North Carolina State University is delegated purchasing authority. Procurement Services has the responsibility for administering the purchasing program on behalf of the university.
Contracts for the university are awarded on the basis of best value to the university — price, quality, and other prescribed selection factors considered. Where price and other factors are identical (tie bids), preference in awarding contracts is given to North Carolina bidders.
Solicitation by Sales Reps
Since state policy requires that supplies and materials be obtained from state contracts or by competitive bidding (except for certain small order requests), solicitation of business by sales representatives is of little value to the salesmen. For the university, only Procurement Services has the authority to enter into a sales agreement with any sales representative.
Sales Reps Can Provide Information
Sales representatives are encouraged to visit departments; however, to keep the departments informed of new items being introduced and to assist departments by providing information on various technical aspects of the products.
Goods on Consignment
It is not permissible for a department to receive materials on consignment, pending issuance of a confirming purchase order. Receipt of equipment for demonstration purposes is permissible provided no obligation is made to the supplier to purchase the equipment.
All insurance for the safety of equipment on demonstration must be borne by the supplier. Shipping charges, both to and from the university, are the supplier’s responsibility.
Product and Service Demonstrations by Suppliers
REQUEST BY SUPPLIER
From time to time suppliers request that they be allowed to demonstrate a new product-line or a new service. The university does not prohibit this type of demonstration; but since space, either in a building or in a parking lot, must be provided, clearance must be obtained from the Department of Transportation and Parking or from the chairman of the department receiving the demonstration.
The supplier will be responsible for all expenses incurred in the demonstration. The university will not accept any responsibility for the safety of the equipment of the supplier beyond normal care and safety.
Responding to Request for Quotes/Proposals/ RFP’s
Procurement Services posts all request for quotes (RFQ) and request for proposals (RFP) on the State of North Carolina, Division of Purchase and Contract’s Interactive Purchasing System. Supplier must register (follow Vendor Link NC) under the commodities or services that they provide to receive electronic notification of bid opportunities.
Responsibility of Bidders
Prospective suppliers should be financially sound and able to perform fully according to the specifications, delivery requirements, services and other stipulations contained in the RFQ/RFP at the price(s) quoted. In cases where the contractor refuses to comply with the resultant contract, the university (or state depending on award authority) reserves the right to purchase on the open market and charge the contractor with any excess costs incurred.
Each responding supplier is responsible for carefully reading the RFQ/RFP and understanding its contents. Suppliers who have previously submitted quotes/proposals for the same commodity or service should not presume that the specifications, terms, and conditions are necessarily the same. There may be slight differences that would only be realized after carefully reading the entire document. Any questions related to the quote/proposal should be directed to the purchasing agent named in the solicitation document.
Some standard requirements include the following:
RFP Opening Date: RFP’s will be received at the address cited in the RFP on or before the date and exact time specified. Generally, RFP’s are opened at 2 P.M. on the opening date. The RFP may not be considered for evaluation if delivered after this time. It is supplier’s responsibility to make sure that the bid is submitted on time and to the proper place.
RFQ Opening Date: RFQ’s are accepted up to 5:00 P.M. on the due date specified unless otherwise specified. Faxed quotes are only acceptable if stated acceptable on the RFQ document.
Signature: All solicitation documents must be properly signed and executed in the designated place(s). Responses given on supplier’s forms do not replace the requirement for a fully executed RFP/RFQ. Failure to properly execute an RFQ/RFP will result in that RFQ/RFP not being considered for award.
Price Alterations or Withdrawal of RFQ/RFP Prior to Opening: Any price corrections on bids should be individually initialed in ink. Price corrections may only be made or a bid withdrawn prior to opening. In order to make corrections or withdraw a bid, proper identification must be presented.
Additional Information: For those RFQ/RFP’s requiring price lists, product literature or other information, such material must be provided in accordance with the instructions outlined in the document.