Finance Division

Ordering of goods less than $5,000 - e-commerce

This method of ordering allows the departmental user to order via the M&DS Web site from contract vendors for goods under $5,000. These contract vendors provide deep discounts on UNC at Chapel Hill's market basket (the items ordered most frequently) and allow the use of the FRS account number for electronic settlement. The ordering department is charged through Material Management Distribution (MMD) statement once a month.

Ordering of goods > $5,000 - Open market

Purchasing Services processes all requests for the purchase of goods costing over $5,000 via established rules and regulations set forth by the NC Administrative Code. The program is built on the principle of fair and open competition, ensuring that the monies allotted to UNC at Chapel Hill are spent in the most efficient and effective manner. Purchasing Services accomplishes this goal by bidding via an open market solicitation when feasible, guaranteeing that the product requirements are met at the best possible price/terms available.

Ordering of goods > $5,000 – Repetitive purchase contracts

Repetitive purchase contracts have been established by Purchasing Services to streamline and improve the timeliness of the process of acquiring the goods needed. These contracts are competitively bid and are intended to cover requirements for a specified period of time. These contracts are favorably priced (based on lower prices through volume discounts) and include transportation costs.

Waiver of competition purchase

There are circumstances where competition may be waived for purchases. Some conditions that would permit this waiver include where only one source of supply is available (sole source) or where only one specific brand (brand specific) meets the department's requirements. Purchasing Services ensures that the request has proper justification based on the criteria established by the NC Administrative Code for waiver of competition.

Gas fleet card

Other than through the campus fuel service station located at the motor pool, fuel for University-owned vehicles is purchased with the University's Gas Fleet Card. The Gas Fleet Card is administered by the State of North Carolina Division of Purchase and Contract. A motor pool vehicle is assigned a specific Fleet Card and purchases are vehicle and card specific.

Contract administration

Purchasing Services provides solicitations, negotiations, and review of contracts, related to the procurement of goods. All contracts are monitored for compliance and timely execution from commencement to expiration.

Equipment leases

Purchasing Services provides comparisons of leasing contracts that assist departments in leasing alternatives selection. All leases require justification as to the lease's benefit to UNC at Chapel Hill verses an outright purchase. Leasing contracts are legal documents that require in depth analysis and restrictions exist as to the nature of lease the University is permitted to enter into.

Information technology (IT) purchases

Purchasing Services maintains contracts for most common software and desktop products. These items must be ordered online using the ITP system. Purchasing Services provides through its e-Commerce website a seamless and paperless process for making direct online purchase with CDW-G. Otherwise, normal purchasing methods are used (e.g. check request, p-Card, purchase requisition. Many technology products also include some type of license or maintenance agreement. These agreements often require negotiations and are handled by Purchasing Services.

Vendor relationship management

Purchasing Services develops and nurtures vendor relationships to ensure campus customer expectations are met relative to procurement of goods. To develop such a relationship requires Purchasing Services to provide timely vendor performance feedback ensuring compliance of the required expectations for timely delivery and quality. Purchasing Services provides score cards to key vendors on a monthly basis as a means of monitoring performance and ensuring continuing improvement. Additionally, Purchasing Services provides an opportunity for our key vendors to participate in vendor fairs and technical presentations on campus to broaden the awareness of campus needs.