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.
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:
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:
The Purchasing Agent is expected to:
Methods of Purchasing and Contracting
Equipment, materials and supplies are purchased in one of four ways:
Construction projects are bid in one of two ways:
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.
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.