eProcurement Order Threshold Phased Increase

To: University Business Managers, Campus Unit Finance Leads,Research Support Groups, E-Procurement Users

From: Troy Morse, Director of Purchasing Services

The vast majority of our eProcurement vendors are under competitively-bid contracts with the University.  In order to encourage broader use of these contracts, Procurement Services has decided to increase the ePro ordering threshold for select ePro vendors from the current $5,000 per order limit to $25,000 per order.  The initial phase of this increase will occur on Friday, June 7, and include all vendors in the Information Technology category (Apple, Lenovo, Dell, and CDW-G).  The ePro landing site will indicate which vendors have been taken to the higher threshold with an asterisk next to each vendor.  We will evaluate the process with these vendors to ensure that the proper controls for asset management and approval routing are in in place.  Several policy documents have changed as a result of this phased threshold increase:

• 1251 – University of North Carolina at Chapel Hill Small Order Policy
  Revisions remove Research Gasses from Exclusions list as the purchase of low dollar research gasses can be accomplished via ePro provided they do not violate the Universities Dangerous Gases Policy. Adds language under exclusions for adjustments in the ePro system that will allow for purchases up to $25K for ePro vendors under competitively bid contracts without requiring bid solicitation.
• 1253 – University of North Carolina at Chapel Hill Policy on Small Order Purchase via Business-to-Business Strategic Partner Agreements
  Revisions add language for adjustments in the ePro system that will allow for purchases up to $25K for E-pro vendors under competitively bid contracts without requiring bid solicitation.
• 1231 – University of North Carolina at Chapel Hill Policy on Solicitation of Quotations, Bids and Proposals
  Revisions change the formal sealed bid requirement from $10,000 to $25,000 per the in accordance with section 3.4.3 of the State Purchasing Guide. Adds language under exclusions for adjustments in the ePro system that will allow for purchases up to $25K for ePro vendors under competitively bid contracts without requiring bid solicitation.

After we validate the initial phase, we intend to continue the phased order threshold increase with these additional vendors:

If you have any questions or concerns about this change, please contact the purchasing office at 919-962-3774.