The following are the Spending Guidelines and Purchasing Regulations for the North Carolina School of the Arts. Even though competition is not required for purchases below $2,500, all departments are reminded and encouraged that they can still seek competition, in order to continue to get the best value for their dollars.

It is the policy of the University of North Carolina School of the Arts that, except in the case of a documented emergency, the School will not honor any vendor invoices for goods and service which do not have an executed purchase order prior to the good and services beings contracted for, and that obligation becomes the personal liability of the individual violating the State and School policy. Failure to follow the procedures as outlined below will make the purchaser personally responsible for the commodities purchased.


Purchases Under $2,500

• No solicitation required
• Purchase reviewed by Purchasing Director

• End user may receive quotes via telephone, fax, email or written
• Submit 3 quotes received on the quote form (submit the written quotes to Purchasing)
• Quotes must be “apples to apples”-same item(s).
• Quote should match you requisition amount.
• Purchase must be approved by Purchasing Director

• Purchasing Director will solicit bids or quotations on items being purchased with an estimated cost exceeding $5,000. This action is necessary in order to officially determine the price, terms and conditions of the vendor whose product is being sought.
  
• End User must provide the following to process solicitation for bids:
  • Completed internal requisition leaving vendor name and price blank
  • Estimated cost of purchase
  • Clear specifications (quantity, description, model/make, etc.)
  • List of vendors for solicitations
• The timeframe for processing these bids will be 10-14 business days.

• Purchasing Director issues formal bids via the State’s Interactive Purchasing System (IPS).
• End User must provide the following to process solicitation for bids:
  • Completed internal requisition leaving vendor name and price blank
  • Estimated cost of purchase
  • Clear specifications (quantity, description, model/make, etc.)
  • List of vendors for solicitations
• This posting is required for a period of ten (10) days prior to the proposal/bid due date.
• Bids are approved by Purchasing Director.

• Bids are solicited by the State Purchase & Contract Division via the State’s Interactive Purchasing System.
• End User must provide the following to process solicitation for bids:
  • Completed internal requisition leaving vendor name and price blank
  • Estimated cost of purchase
  • Clear specifications (quantity, description, model/make, etc.)
  • List of vendors for solicitations
• This posting may take 30-45 days.
• Bid will be processed by State Purchase and Contract and submitted to Purchasing Director for final approval.