Correspondence with Suppliers
To ensure compliance with North Carolina state regulations concerning procurement ethics, conflict of interest, and supplier communications, and to support proper documentation and dispute resolution processes.
Supplier interactions must comply with applicable state procurement laws and ethical standards. Communication must be clear, consistent, and appropriately documented, especially when it forms part of a purchasing decision or contractual relationship.
- For purchases below the Small Purchase Threshold, departmental personnel may initiate communication with suppliers directly. In such cases, the requesting department is responsible for ensuring that the supplier is a legitimate and responsible provider of goods or services and is not a debarred supplier.
- For purchases above the Small Purchase Threshold, or where informal or formal bidding is required, all communications and correspondence must be coordinated through the University’s Procurement Services Office. This office acts as the official liaison and ensures that procurement complies with state and federal law.
The purchase order is the primary, binding document that establishes a contractual relationship with the supplier and must be used for all qualifying purchases.
If disputes arise or supplier-related issues require resolution, the University department is responsible for contacting Procurement Services. Procurement Services must be involved in any discussions or negotiations. This protects the institution’s legal interests and ensures compliance with procurement law.
Relevant North Carolina Statutes
