Exemptions and Delegations of Authority |
Section: IV – Purchasing Some items and services are exempt from the policies listed on the prior page. The state delegates authority to local agencies to purchase the following:
Emergencies Emergencies are defined as situations which endanger lives, property, or the continuation of an important program which can be corrected only by immediate on-the-spot purchase or rental of equipment, supplies, materials or services. Emergencies will be handled by the Purchasing Department on an individual basis. Specifications A purchase specification is restrictive in that it sets limits on what is acceptable. Specifications must not be unreasonably restrictive because this eliminates competition. Usually more than one make or brand of a particular item is satisfactory. In developing specifications, an attempt must be made to specify a quality which is suitable for the intended use, but not restricted beyond what is reasonable. Sole-Source Items Sole-source (franchise) items are items for which there is only one dealer, distributor, or manufacturer from whom to purchase those items in a particular area. Sole-source items costing $90,000 or less may be purchased locally, provided that the purchase requisition documents that these are sole-source items. Efforts should continually be made to locate additional sources or satisfactory substitute items. Ordering on Approval Ordering on approval is not a recommended practice. However, if it becomes necessary, a purchase order requesting that the material be sent for preview must be sent to the vendor. Materials may not be sent from a vendor without a purchase order number. Encumbering Funds State law requires that funds be encumbered for each purchase prior to the actual placement of the order. All purchase orders must be signed by the Finance Officer and Purchasing Officer prior to the order being released. |
Lease-Purchases Lease-purchases are to be handled in the same manner as outright purchases and are subject to the purchase procedures listed in this manual. Lease-purchase or installment purchase contracts may only be utilized for:
Affirmative Action Procedures for Minority, Disabled and Women's Business Enterprises The Purchasing Department shall actively seek and identify qualified minority business enterprises (MBE), disabled business enterprises (DBE), and women’s business enterprises (WBE) and offer them the opportunity to bid on items. The Purchasing Department is required by General Statutes to report all purchases made from MBE’s, DBE’s, and WBE’s to the North Carolina Division of Purchase and Contract quarterly, for inclusion in a consolidated report to the General Assembly. Construction or Repair Work – Contracted Contracts for construction or repair projects of less than $30,000 do not require bids; however, schools /departments should contact the Purchasing/Maintenance Department for guidelines. The award of the bid is determined at the discretion of the Purchasing Officer. The Purchasing Department will solicit all needed bids for construction projects. For contracts of $30,000 to $299,999.99 the school system must secure informal bids and keep a public record of those bids. Contracts of $300,000 or more require formal bids with advertising and a 5% bid deposit. Other stipulations apply to contracts of $300,000 or more. (See G.S. 143-129.) * The Purchasing Department will solicit bids for all construction projects. Use of Own Force for Construction or Repair Work Renovation projects with a total direct and indirect project cost of $125,000 or less may be undertaken by the Maintenance Department. Materials for such projects are subject to the purchasing regulations previously listed. |
