Complaints about Suppliers

Maintaining effective, professional relationships with reliable suppliers is in the best interest of the University and the State of North Carolina.

If a product or service fails to meet the specifications, standards, or warranty provisions stated in a purchase order or contract, or if a supplier fails to meet agreed terms and conditions, the responsible department must:

• Immediately notify the supplier of the issue in writing, and
• Immediately inform the Procurement Services Director.

Departments must maintain written documentation of all communications and efforts to resolve the issue, including the supplier’s responses. This documentation is necessary to protect University interests, support potential contract enforcement, and ensure compliance with state procurement guidelines.

The Procurement Services office will support departments in reviewing the issue and determining appropriate steps, including corrective action, supplier evaluation, or removal from approved supplier lists, if necessary.

Relevant North Carolina Statutes

The State of North Carolina Division of Purchase & Contract maintains a listing of vendors who provide sub-standard product or performance per reference NC General Statutes 143-49, 143-52, 143-53 and 143-60.