Purchasing Manual Procurement Policies and Procedures for NCDOT

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  • Overview

    Purchasing manual, commodities information, material pricing and other resources to assist businesses purchasing project materials through NCDOT

  • Delegations

    • ​NON IT PROCUREMENT

    THE STATE PURCHASING OFFICER HAS AUTHORIZED A DOLLAR LIMIT (DELEGATION/BENCHMARK) OF $25,000.00 TO THE DEPARTMENT OF TRANSPORTATION FOR PURCHASES OF COMMODITIES, PRINTING, AND SERVICES.
    WHEN THE DOLLAR AMOUNT OF THE EXPENDITURE IS UNDER THE GENERAL DELEGATION, PURCHASING IS AUTHORIZED TO ACQUIRE COMMODITIES, PRINTING AND CONTRACTUAL SERVICES, BY PURCHASE, RENT, LEASE, LEASE PURCHASE, OR INSTALLMENT PURCHASE, SUBJECT TO THE FOLLOWING RULES.

      1. ALL COMMODITIES AND CONTRACTUAL SERVICES COVERED BY TERM CONTRACTS MUST BE PURCHASED IN ACCORDANCE WITH THE INSTRUCTIONS OF THOSE CONTRACTS.
      2. THE PURCHASING OFFICER OF THE DEPARTMENT OF TRANSPORTATION SHALL SET FORTH, IN WRITING, PURCHASING PROCEDURES FOR MAKING SMALL PURCHASES.
      3. PURCHASERS MUST BE SURE THEY DO NOT EXCEED THE AUTHORIZED DELEGATION. IT IS NOT PERMISSIBLE TO DIVIDE THE REQUIREMENTS TO AVOID THE NORMAL BID PROCESS.
      4. AWARDING OF CONTRACTS, WHICH ARE UNDER THE AUTHORIZED DELEGATION, SHALL BE THE RESPONSIBILITY OF THE PURCHASER.
      5. AN INFORMAL BID WOULD BE ISSUED FOR PROCUREMENTS NOT AVAILABLE ON A STATE TERM CONTRACT AND ARE OVER $5,000 UP TO $10,000.  AN INFORMAL BID DOCUMENT, SUCH AS AN RFQ, WITHIN THIS DOLLAR RANGE MAY BE ISSUED BY MAIL, EMAIL, OR ADVERTISED VIA THE STATE'S IPS WEB SITE AND/OR OTHER MEANS OF ADVERTISEMENT.
      6. FORMAL BIDS SHOULD BE ISSUED FOR PROCUREMENTS OVER $10,000.  ACCORDING TO O1 NCAC 05B.0301 (b), AGENCIES AND UNIVERSITIES SHALL ADVERTISE THEIR SOLICITATIONS THROUGH THE IPS SYSTEM: FOR THE FOLLOWING PURCHASES: (i) AGENCIES: FOR PURCHASES INVOLVING AN EXPENDITURE OF PUBLIC FUNDS EXCEEDING TEN THOUSAND DOLLARS ($10,000), UP TO THE GENERAL DELEGATION OF $25,000 UNDER THE PROVISIONS OF G.S. 143-53(a)(2).  SOLICITATIONS OVER THE GENERAL DELEGATION OF $25,000 MUST BE SENT THROUGH DIVISION OF PURCHASE AND CONTRACT.
      7. NCAC 05B.0312 - LACK OF COMPETITION, OF THE ADMINISTRATIVE CODE STATES WHERE ONLY A SINGLE OFFER OR A SINGLE ACCEPTABLE OFFER IS RECEIVED, OR, OTHERWISE, WHERE REASONABLE AND AVAILABLE COMPETITION IS NOT OBTAINED, THE REASON SHALL BE ASCERTAINED AND MADE A MATTER OF RECORD.
      8. PER 01 NCAC 05B.0316 - ADVERTISEMENT REQUIREMENTS, UNLESS ALREADY REQUIRED BY STATUTE, ALL ADVERTISEMENTS REQUIRED BY RULE SHALL BE THROUGH THE DIVISION OF PURCHASE & CONTRACT VIA THE DIVISION'S HOME PAGE ON THE INTERNET. IF ADVERTISEMENT IS REQUIRED BY RULE, THE SOLICITATION SHALL BE ADVERTISED AT LEAST ONCE AND AT LEAST 10 DAYS PRIOR TO THE DATE DESIGNATED FOR OPENING.
    • IT PROCUREMENT
      1. THE STATE CHEIF INFOMRATION OFFICE (CIO) WILL ESTABLISH THE GENERAL IT DELEGATION FOR EACH AGENCY, CURRENTLY SET AT $25,000. THE GENERAL DELEGATION ESTABLISHES THE MAXIMUM AUTHORIZED DOLLAR LIMITS FOR IT PURCHASES OF GOODS FOR AN AGENCY WITHOUT ITS INPUT. THE CIO MAY DECREASE OR INCREASE THE DELEGATION AMOUNT, UP TO THE IT BENCHMARK, BASED IPON THEIR MERIT AND CONFORMANCE TO IT PROCUDURES. AWARDING OF CONTRACTS UNDER THE GENERAL DELEGATION SHALL BE THE RESPONSIBILITY OF THE AGENCY. SEE THE FOLLOWING PRECEDURES FOR PROCUREMENTS THAT EXCEED THE IT DELEGATION AMOUNT. PROCUREMENT OF IT SERVICES ABOVE THE DELEGATION MUST BE REVIEWED BY ITS PRIOR TO SOLICITATION AND AGAIN PRIOR TO AWARDING THE CONTRACT. PROCUREMENT OF IT GOODS ABOVE THE DELEGATION MUST BE HANDLED BY ITS.
      2. THE CIO HAS ESTABLISHED THE IT BENCHMARK AT $100,000. WHEN THE DOLLAR AMOUNT OF ANY IT PROCUREMENT FOR GOODS EXCEEDS THE BENCHMARD, ITS WILL SUBMIT THE PROCUREMENT PACKAGE, FROM REQUEST THROUGH AND INCLUDING THE RECOMMENDED AWARD, TO THE BOARD OF AWARDS.
      3. INITIAL SERVCIE CONTRACT AWARD CANNOT EXCEED $25,000 WITHOUT CIO APPROVAL. SERVICE CONTRACTS CANNOT EXCEED THREE (3) YEARS DURATION INCLUDING OPTIONAL EXTENSIONS AND RENEWALS, UNLESS THE CIO OR DESIGNEE HAS DETERMINED THAT IT IS ADVANTAGEOUS TO THE STATE AND AUTHORIZES IT. 

  • Delegations

    • ​NON IT PROCUREMENT

    THE STATE PURCHASING OFFICER HAS AUTHORIZED A DOLLAR LIMIT (DELEGATION/BENCHMARK) OF $25,000.00 TO THE DEPARTMENT OF TRANSPORTATION FOR PURCHASES OF COMMODITIES, PRINTING, AND SERVICES.
    WHEN THE DOLLAR AMOUNT OF THE EXPENDITURE IS UNDER THE GENERAL DELEGATION, PURCHASING IS AUTHORIZED TO ACQUIRE COMMODITIES, PRINTING AND CONTRACTUAL SERVICES, BY PURCHASE, RENT, LEASE, LEASE PURCHASE, OR INSTALLMENT PURCHASE, SUBJECT TO THE FOLLOWING RULES.

      1. ALL COMMODITIES AND CONTRACTUAL SERVICES COVERED BY TERM CONTRACTS MUST BE PURCHASED IN ACCORDANCE WITH THE INSTRUCTIONS OF THOSE CONTRACTS.
      2. THE PURCHASING OFFICER OF THE DEPARTMENT OF TRANSPORTATION SHALL SET FORTH, IN WRITING, PURCHASING PROCEDURES FOR MAKING SMALL PURCHASES.
      3. PURCHASERS MUST BE SURE THEY DO NOT EXCEED THE AUTHORIZED DELEGATION. IT IS NOT PERMISSIBLE TO DIVIDE THE REQUIREMENTS TO AVOID THE NORMAL BID PROCESS.
      4. AWARDING OF CONTRACTS, WHICH ARE UNDER THE AUTHORIZED DELEGATION, SHALL BE THE RESPONSIBILITY OF THE PURCHASER.
      5. AN INFORMAL BID WOULD BE ISSUED FOR PROCUREMENTS NOT AVAILABLE ON A STATE TERM CONTRACT AND ARE OVER $5,000 UP TO $10,000.  AN INFORMAL BID DOCUMENT, SUCH AS AN RFQ, WITHIN THIS DOLLAR RANGE MAY BE ISSUED BY MAIL, EMAIL, OR ADVERTISED VIA THE STATE'S IPS WEB SITE AND/OR OTHER MEANS OF ADVERTISEMENT.
      6. FORMAL BIDS SHOULD BE ISSUED FOR PROCUREMENTS OVER $10,000.  ACCORDING TO O1 NCAC 05B.0301 (b), AGENCIES AND UNIVERSITIES SHALL ADVERTISE THEIR SOLICITATIONS THROUGH THE IPS SYSTEM: FOR THE FOLLOWING PURCHASES: (i) AGENCIES: FOR PURCHASES INVOLVING AN EXPENDITURE OF PUBLIC FUNDS EXCEEDING TEN THOUSAND DOLLARS ($10,000), UP TO THE GENERAL DELEGATION OF $25,000 UNDER THE PROVISIONS OF G.S. 143-53(a)(2).  SOLICITATIONS OVER THE GENERAL DELEGATION OF $25,000 MUST BE SENT THROUGH DIVISION OF PURCHASE AND CONTRACT.
      7. NCAC 05B.0312 - LACK OF COMPETITION, OF THE ADMINISTRATIVE CODE STATES WHERE ONLY A SINGLE OFFER OR A SINGLE ACCEPTABLE OFFER IS RECEIVED, OR, OTHERWISE, WHERE REASONABLE AND AVAILABLE COMPETITION IS NOT OBTAINED, THE REASON SHALL BE ASCERTAINED AND MADE A MATTER OF RECORD.
      8. PER 01 NCAC 05B.0316 - ADVERTISEMENT REQUIREMENTS, UNLESS ALREADY REQUIRED BY STATUTE, ALL ADVERTISEMENTS REQUIRED BY RULE SHALL BE THROUGH THE DIVISION OF PURCHASE & CONTRACT VIA THE DIVISION'S HOME PAGE ON THE INTERNET. IF ADVERTISEMENT IS REQUIRED BY RULE, THE SOLICITATION SHALL BE ADVERTISED AT LEAST ONCE AND AT LEAST 10 DAYS PRIOR TO THE DATE DESIGNATED FOR OPENING.
    • IT PROCUREMENT
      1. THE STATE CHEIF INFOMRATION OFFICE (CIO) WILL ESTABLISH THE GENERAL IT DELEGATION FOR EACH AGENCY, CURRENTLY SET AT $25,000. THE GENERAL DELEGATION ESTABLISHES THE MAXIMUM AUTHORIZED DOLLAR LIMITS FOR IT PURCHASES OF GOODS FOR AN AGENCY WITHOUT ITS INPUT. THE CIO MAY DECREASE OR INCREASE THE DELEGATION AMOUNT, UP TO THE IT BENCHMARK, BASED IPON THEIR MERIT AND CONFORMANCE TO IT PROCUDURES. AWARDING OF CONTRACTS UNDER THE GENERAL DELEGATION SHALL BE THE RESPONSIBILITY OF THE AGENCY. SEE THE FOLLOWING PRECEDURES FOR PROCUREMENTS THAT EXCEED THE IT DELEGATION AMOUNT. PROCUREMENT OF IT SERVICES ABOVE THE DELEGATION MUST BE REVIEWED BY ITS PRIOR TO SOLICITATION AND AGAIN PRIOR TO AWARDING THE CONTRACT. PROCUREMENT OF IT GOODS ABOVE THE DELEGATION MUST BE HANDLED BY ITS.
      2. THE CIO HAS ESTABLISHED THE IT BENCHMARK AT $100,000. WHEN THE DOLLAR AMOUNT OF ANY IT PROCUREMENT FOR GOODS EXCEEDS THE BENCHMARD, ITS WILL SUBMIT THE PROCUREMENT PACKAGE, FROM REQUEST THROUGH AND INCLUDING THE RECOMMENDED AWARD, TO THE BOARD OF AWARDS.
      3. INITIAL SERVCIE CONTRACT AWARD CANNOT EXCEED $25,000 WITHOUT CIO APPROVAL. SERVICE CONTRACTS CANNOT EXCEED THREE (3) YEARS DURATION INCLUDING OPTIONAL EXTENSIONS AND RENEWALS, UNLESS THE CIO OR DESIGNEE HAS DETERMINED THAT IT IS ADVANTAGEOUS TO THE STATE AND AUTHORIZES IT. 
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