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 General Information
Spending Guidelines - Required by the State

The following are the Spending Guidelines and Purchasing Regulations for the University of North Carolina School of the Arts. Even though competition is not required for purchases below $5000, 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 pressing need, 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 these procedures will make the purchaser personally responsible for payment of the commodities purchased and the purchasing privileges will be suspended.

Purchases of Goods and Services including Consulting Services Under $2,500

  • No solicitation required
  • Purchase reviewed by Purchasing Director

Purchases of Goods and Services including Consulting Services $2,500 - $4,999.99

  • End user must provide ONE quote on Vendor letterhead.
  • Quote must be itemize and include shipping cost and total cost.

Purchases of Goods and Services including Consulting Services $5,000 - $24,999.99

  • 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:
    • Complete the Departmental Bid Information Form and forward it, along with all supporting documentation, to the Purchasing Department.
  • Purchasing Department will contact the End User to set up a meeting to discuss the bid process and determine the time frame of the bid.
  • The timeframe for processing these bids will be 3 - 5 weeks
    (dependent upon current Purchasing workload).

Purchases of Goods and Services including Consulting Services $25,000 - $49,999.99

  • Purchasing Director issues formal bids via the State’s Interactive Purchasing System (IPS).
  • End User must provide the following to process solicitation for bids:
    • Complete the Departmental Bid Information Form and forward it, along with all supporting documentation, to the Purchasing Department.
  • Purchasing Department will contact the End User to set up a meeting to discuss the bid process and determine the time frame of the bid.
  • The timeframe for processing these bids will be 4 - 6 weeks
    (dependent upon current Purchasing workload).

Purchases of Goods and Services including Consulting Services $50,000

  • Bids are solicited by the State Purchase & Contract Division or ITS (Information Technology Services) via the State’s Interactive Purchasing System.
  • End User must provide the following to process solicitation for bids:
    • Complete the Departmental Bid Information Form and forward it, along with all supporting documentation, to the Purchasing Department.
  • Purchasing Department will contact the End User to set up a meeting to discuss the bid process and determine the time frame of the bid.
  • This posting may take up to 90 days.

Consulting Services over $50,000 - See Consultant Services Section 4.10 below.

Bid will be processed by State Purchase and Contract or ITS and submitted to Purchasing Director for final approval.