Vendor Information

This information is being provided as a source to all vendors and prospective bidders who wish to do business with the Guilford County Schools.

It describes how the Guilford County Schools’ purchasing process works, and explains the policies upon which these procedures are based. In doing so, we hope to encourage qualified vendors to compete for the schools system’s business. All qualified vendors and sales representatives are invited to call on the Purchasing Department and become fully acquainted with the many types of equipment, materials, supplies and construction projects required by the school system.

Purchasing Policies

The Guilford County Schools’ Purchasing Department carries out its responsibilities and established procedures in accordance with policies set forth in the purchasing manuals of the State of North Carolina, Purchase and Contract Division and North Carolina General Statutes. The school system intends that its purchasing be conducted on an open, ethical and sound basis so that the taxpayer receives full value for each dollar spent.

Code of Ethics

The staff of the Purchasing Department is committed to the following Code of Ethics:   

• To conduct all purchasing activities according to applicable laws, rules, regulations, and policies of the Board of Education.
• To uphold the practices and principles of the professional purchaser.
• To conduct all purchasing activities in such a manner as to develop and maintain good public, vendor and internal relationships.
• To encourage fair and open competition by legitimate and ethical means.
• To extend honest, courteous and impartial treatment to all interested and qualified suppliers.
• To maintain purchasing integrity at all times, keep free from any personal obligations to vendors, and respect their confidence.
• To promote the goodwill of the Purchasing Department at all times.
• To respect purchasing authority at all times, and not use it for private advantage or gain.

Calling on Purchasing

Vendors interested in selling or providing services to the Guilford County Schools are invited to call on the Purchasing Department. A mutually beneficial visit is usually assured by calling ahead and scheduling the time with one of the Purchasing Agents. The Purchasing Agent can also, if desirable, arrange to have a representative on hand from the department that is interested in the vendor’s product or service.  You may go to the Department Directory to obtain information about which Purchasing Agent you should call. Vendors are encouraged to make applications for the Vendors List to receive future bids when calling on Purchasing for the first time. A Vendor Application is available at this site. Simply print, complete and mail or fax it to the Purchasing Department. A vendor application may also be obtained by mailing or telephoning a request to the Purchasing Department.

Submission of the application tells us the type of commodities or services offered by the vendor, length of time in business, warehouse facilities, service and trade personnel available and other pertinent facts. This information may be supplemented by vendor catalogs, brochures or other related materials.

Applicants who meet reasonable requirements are placed on the active bidder’s list. Thereafter, they will receive a request to submit bids or proposals for the commodities or services as indicated on their application. Vendors not on the active bidder’s list may still respond to invitations to bids.

Sales Calls Instructions

Sales persons are expected to:

• Call in advance, if possible, to make an appointment at a time convenient to the Purchasing Agent during normal business hours.
  State clearly when making the appointment that it is to be a sales call, and give a brief description of the product or services offered.
• Arrive on time for the appointment.
• Have a brief presentation prepared to explain the essential characteristics or features of the product or service.
• Keep the presentation within the time agreed upon.

The Purchasing Agent is expected to:

• Be available for appointments during normal business hours on reasonable notice.
• Be on time to receive the salesperson.
• Listen attentively to the presentation, and try to determine whether the product or service will benefit the school system.
• Have appropriate staff at the meeting, or arrange a future meeting so that the worth of the product or service is adequately evaluated.

Methods of Purchasing and Contracting

Equipment, materials and supplies are purchased in one of four ways: 

• Equipment, materials and supplies available on established State Term Contracts are purchased in accordance with these contracts.
• Equipment, materials and supplies not covered by State Term Contracts and totaling less than $90,000 may be purchased locally by soliciting competitive quotations.
• The State Division of Purchase and Contract will solicit bids for the purchase of equipment, materials and supplies not on State Term Contract that will cost over $90,000.

Construction projects are bid in one of two ways:

• Formal Bid Procedures are used for construction projects estimated to cost more than $300,000. Projects are advertised publicly and sealed bids accompanied by a five- percent bid deposit are received. The successful contractor must provide one hundred percent performance and payment bonds.
• Informal Bid Procedures are used for projects estimated to cost less than $300,000. Written request for quotes are received but there are no advertising, bid deposit or performance bond requirements.

Minority, Women and Disabled-Owned Businesses

Minority-owned, women-owned and disabled-owned business enterprises are encouraged to submit bids for all goods, services and construction projects. The Guilford County Board of Education awards public contracts without regard to race, religion, color, creed, national origin, sex, age or handicapping condition as defined by North Carolina General Statutes, Section 168A-3.

Conclusion

The Guilford County Schools’ Purchasing Department seeks to carry out the purchasing process in the best interest of the Guilford county Schools at all times. It does so in accordance with the General Statutes and recognized professional purchasing practices.