Solicitation of Quotes, Bids, and Proposals

The State of North Carolina mandates competitive bidding for purchases exceeding the Small Purchase Threshold, unless the item is available through State Term Contracts (STCs). This outlines procedures for soliciting quotes, bids, and proposals in accordance with North Carolina statutes.

All solicitations of quotes, bids, and proposals are the responsibility of Procurement Services. University purchases should be sourced through AggieMart or STCs, unless lower pricing is available and documented.

Small Purchases

Defined as purchases at or below $29,000, including extensions or renewals.

Requirements:

  • Use Mandatory STCs when applicable.
  • Convenience STCs may be used for any purchase.
  • Procurement may post solicitations to the NC electronic vendor portal (eVP).

Informal Bid Purchases

Purchases valued above $29,000 and up to $500,000.

Requirements:

  • Use mandatory STCs if applicable.
  • Procurement issues Request for Quote (RFQ) to at least three suppliers.
  • Requesters must provide scope of work or specifications.
  • Requesters may provide supplier contact info.
  • Requesters must provide a requisition in AggieMart based on their estimated budget for the purchase.
  • Procurement Services must provide standard terms and conditions.

Formal Bid Purchases

Applies to purchases exceeding $500,000, including renewals.

Procurement Services may be required to submit to the NC Division of Purchase & Contract for approval, unless exemption applies.

Legislative Flexibility Criteria:

  • Item not under STCs, and
  • Funding source:
    • ≤30% State Appropriated or Tuition funds, or
    • ≥50% Contract or Grant funds.

Other requirements:

  • Post to eVP for a minimum of 10 days.
  • Informal bidding allowed in emergencies, up to $500,000.
  • Purchases over $1,000,000 require legal counsel review.
  • Lowest responsible bid typically selected; justification required if otherwise.

Exceptions

Purchases using funds from NC A&T-affiliated foundations are excluded from state bidding rules but must comply with University ethics and financial policies.

Applicable Statutes & Rules: