PROCUREMENT
OVERVIEW
• COMMODITY CODES
– GOODS VS. SERVICES
– BUYER ASSIGNMENT
• IT VS NON IT COMMODITIES
– IT Request over $100,000
• PPM Tool - Projects
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TIME FRAME FOR OPCS to PROCESS REQUESTS
 Term Contract orders - at least 10 days prior to need date.
 Waiver request - at least 15 days prior to need date.
 Requests under $5,000 - at least 21 days prior to need date.
 Requests over $5,000 that will require OPCS to bid out - at least 45 days prior
to date needed.
 All requests over $25,000 that require either State P&C or ITS approval - at
least 60 days prior to date needed.
 If needing to acquire maintenance or renew maintenance you must send your
request at least 30 days prior to the new start date.
 Keep in mind that ARRA requests follow a more complex process and can take up
to an additional 30 days to complete in addition to the times stated above.
Any request received in less than the times stated above
may not be received by the date required.
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CONTACT INFORMATION
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Assistant Directors
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Procurement – DHHS Purchasing Agents/Area of Expertise
Medical, dental, laboratory equipment (including maintenance - service agreements), and supplies; drug
and lab test kits; drugs, medicines and vaccines; bioterrorism testing equipment and supplies ;moving
services; open plan office systems, printing; promotional items:
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Sherri Garte
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855-4086 sherri.garte@dhhs.nc.gov
Barbara Jones 855-4084
barbara.jones@dhhs.nc.gov
Supplemental staffing; office machines and maintenance- copier, fax, postage equipment; toner;
audio/video equipment; telephone systems; vending machine; commercial kitchen; appliances:
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Debbie Strickland 855-4087
debbie.strickland@dhhs.nc.gov
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Computers, Printers, software and maintenance; IT equipment; vehicles:
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Office supplies; paper; furniture, file cabinets; publications; assistive technology; janitorial services:
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Contractual Services, IFB and RFP preparation
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NCAS, E-Procurement, security:
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Procurement card (P Card), security:
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Katrina Smith 855-4085
katrina.smith@dhhs.nc.gov
Lisa Campbell 855-4088 lisa.campbell@dhhs.nc.gov
Margaret Serapin 855-4095 margaret.serapin@dhhs.nc.gov
Howard Mabry 855-4089
howard.mabry@dhhs.nc.gov
Jeanette McElroy 855-4090 jeanette.mcelroy@dhhs.nc.gov
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Waiver of Competition
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Sole Source: When a product or service is available from only one source of supply.
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Brand Specific: When a specific brand is required (i.e. must be compatible with existing
brand; has a unique feature that no other brand has (why do you require this feature?)
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Waiver Information to Include in Justification:
All requests for waiver must be accompanied by a waiver of request memo on division
letterhead that has been signed and dated. In preparing your waiver request, provide the
following information;
 What condition(s) from the Procurement Rules are you using as a basis for your
justification for waiver of competition? (i.e. “Where competition is not available;
where standardization or compatibility is the overriding consideration.”).
 Have you previously purchased this product/service? If so, provide that history
including any previous purchase order numbers.
 Are the products being procured with grant monies or other funding sources that
restrict how the money is spent (i.e., does the grant, etc., specify that you must
purchase this specific brand?)
 Will this product have to communicate with any existing product that has already
been installed? Is this an upgrade? (Software only)
 What requirement does this product/service meet that no other similar
product/service can?
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WAIVER OF COMPETITION
01 NCAC 05B .1401 POLICY (P&C - NON-IT)
Under conditions listed in this Rule, and otherwise if deemed to be in the public interest by the SPO
or the agency, if under its delegation or benchmark, competition may be waived. Conditions
permitting waiver include cases
 where performance or price competition is not available;
 where a needed product or service is available from only one source of supply;
 where emergency action is indicated;
 where competition has been solicited but no satisfactory offers received;
 where standardization or compatibility is the overriding consideration;
 where a donation predicates the source of supply;
 where personal or particular professional services are required;
 where a particular medical product or service, or prosthetic appliance is needed;
 where a product or service is needed for the blind or severely disabled and there are overriding
considerations for its use;
 where additional products or services are needed to complete an ongoing job or task;
 where products are bought for "over the counter" resale;
 where a particular product or service is desired for educational, training, experimental,
developmental or research work;
 where equipment is already installed, connected and in service, and it is determined advantageous to
purchase it;
 where items are subject to rapid price fluctuation or immediate acceptance;
 where there is evidence of resale price maintenance or other control of prices, lawful or unlawful, or
collusion on the part of companies which thwarts normal competitive procedures;
 where the amount of the purchase is too small to justify soliciting competition or where a purchase
is being made and a satisfactory price is available from a previous contract;
 where the requirement is for an authorized cooperative project with another governmental unit(s)
or a charitable non-profit organization(s); and where a used item(s) is available on short notice and
subject to prior sale.
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WAIVER OF COMPETITION
09 NCAC 06B .0901
IT Procurements
If the procurement is under the delegation of the agency, the agency may waive competition in
conformance with this rule. If the procurement is over the agency delegation, requests for waiver shall
be submitted to ITS for appropriate determination. Competition may be waived under the following
conditions:
 ‘where competition is not available;
 where a needed product or service is available from only one source of supply;
 where emergency action is indicated;
 where competition has been solicited but no satisfactory offers received;
 where standardization or compatibility is the overriding consideration;
 where a donation predicates the source of supply;
 where personal or particular professional services are required;
 where a product or service is needed for a person with disabilities and there are overriding
considerations for its use;
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where additional products or services are needed to complete an ongoing job or task;
 where a particular product or service is desired for educational, training, experimental, developmental or
research work;
 where equipment is already installed, connected and in service, and it is determined advantageous to
purchase it;
 where items are subject to rapid price fluctuation or immediate acceptance;
 where there is evidence of resale price maintenance or other control of prices, lawful or unlawful, or
collusion on the part of companies that thwarts normal competitive procedures;
 where a purchase is being made and a price is available from a previous contract;
 where the requirement is for an authorized cooperative project with another governmental unit(s) or a
charitable non-profit organization(s); and
 where a used item(s) is available on short notice and subject to prior sale.
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QUOTES
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All quotes need to be consistent (qty., item), etc.
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All quotes should be current (less than 30 days old).
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All procurements under $2,500 must be accompanied (attached to
e-requisition) by at least one quote. If you obtain three (3)
quotes, attach all three to the e-requisition. This does not have to
be a formal quote – could be in the form of documentation of a
phone quote (list individual providing the price and date phone
quote obtained), an email quote, etc.
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Procurements between $2,501 and $5,000 require three quotes
obtained either by the division or by OPCS. If you obtain the
three quotes, attach all three to the e-requisition as this will help
to expedite your request. At a minimum one (1) quote must be
attached.
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Procurements over $5,000 do not require quotes from the
divisions. OPCS will obtain official quotes via e-quote or IFB.
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TERM CONTRACTS
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All commodities and contractual services covered by term contracts must be purchased
in accordance with the instructions of those contracts. Some term contracts are
mandatory and some are convenience contracts.
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If a term contract has a catalog or a punch out catalog associated with it, you must use
those catalogs/punchout. If they are not used your requisition may be returned to
update using the proper catalog/punchout.
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Punch Out Catalog: Vendors website
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Term Contract Items: Sort by - Key words or item numbers, View by category or sort by vendor.
Items can be added to favorites for future orders: Example (Copy Paper)
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Example
Forms and Supply
View term contract at: http://www.pandc.nc.gov/StateWideContracts.htm
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Review all the contract including all the addendums
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Abnormal Quantities – Dollar amounts or quantities are noted in each contract. Contract
Administrator may choose on of the following options:
1. Purchase may be authorized at the current level of pricing with the current contract
vendor(s)
2. Additional discounts from the current level of pricing may be negotiated with the current
contract vendor(s)
3. A separate Invitation for Bids may be issued for the requirement
Minimum Orders – Some contract have minimum order requirement. Check individual contract to
see if applicable.
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SUPPLEMENTAL STAFFING CONTRACT
Requests for short-term staffing for DHHS via the ITS Short Term IT
Staffing Contract are facilitated through the Division of Information
Resource Management (DIRM). You must contact Janice Warren (via
email) with your request for supplemental staffing. When the requisition
for supplement staffing is created, the following executed documents
must be attached to the requisition.
One copy of the “Request Detail” approved by the Director of DIRM
A list of all vendors that responded to the Request and their rate per hour
One copy of the completed evaluation form for each vendor interviewed
One copy of the vendor/contractor recommendation memo, signed by the hiring
manager, and approved by the DHHS Chief Information Officer (or designee),
which includes a detailed justification of why the vendor/ contractor is being
recommended.
 Jim Slate approval memo
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http://www.itstaff.state.nc.us/ConvenienceContracts/SuppStaff/
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TONER PURCHASES
• When ordering toner, please first check State term
contract 207A (remanufactured toner). Please note that
each brand of toner (HP, Lexmark, Brother) is offered by
one vendor per manufacturer.
– HP reman toner is only available from Laser Recharge
– Lexmark reman toner is only available from Dove Data
Products
– Brother reman toner is only available from U.S. Ink and
Toner.
• If you experience problems with the reman toner, follow
the instructions in section 14 of contract 207A to
exchange the defective cartridge.
• If the toner requested is not on contract 207A, then check
contract 615A (office supplies). Carolina Imaging offers a
40% discount on OEM cartridges and My Office Products
offers a 54.5% discount on generic cartridges. Contract
615A includes a table which provides the contractor
discounts for each category of products offered.
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PRINTING
G.S. 148-70 requires the use of the Department of Correction if they can satisfy the requirement.
Competitive bidding shall not apply for printing services available through the Department of
Correction, however; prices of such articles or commodities substantially in accord with that paid by
governmental agencies for similar articles and commodities of equivalent quality as determined by the
Secretary by reference to competitive bidding as required by law. Documentation of exceptions should
be provided when the Department of Correction does not satisfy the requirement.
Printing Requirements:
– Title of publication (brochure, report, manual, etc.)
– Quantity needed
– Ink colors (if using 2-3 colors include PMS colors and numbers ; or standard 4-color process)
– Contact name and phone number to send proof for approval
– Packaging (Shrink-wrapped, number per package, boxed, etc.)
– If applicable what software application is provided to the vendor (Public Affairs may assist you
with development of documents – Contact Christie Adams at 919-733-6204)
– A PA-2 form with approval from Public Affairs is required for new documents
• PA-2 Form http://www.ncdhhs.gov/publicaffairs/pa2.pdf
– Reprint within one year of original printing - provide last purchase order number
– Estimated cost (provide a minimum of one quote)
– Delivery date needed (allow 7-8 weeks)
– Samples if applicable
Promotional Items Requirements:
– Type of item (full manufacturer’s description)
– Specification
– Quantity needed
– Color(s) to be used (PMS#’s or manufacturers available colors)
– How will art work be provided and in what format (software, version)
– Estimated cost (provide a minimum of one quote)
– PA2 form or last purchase order number and date if applicable
– Delivery date needed (allow 7-8 weeks)
– Samples if applicable
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BULK PURCHASE
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The State CIO has implemented a volume purchase initiative as
authorized by Senate Bill 991, with the goal of achieving cost savings
and procurement efficiencies. Executive Branch State Agencies must
submit requisitions for desktop and laptop personal computers and
printers through the e-Procurement System to the Statewide IT
Procurement Office.
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The Bulk Purchasing Schedule, current Standard Configurations and
the Bulk Purchase Procedures may be found at the following website:
– http://www.scio.nc.gov/Initiatives/itVolumePurchasing.aspx
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Requests for the Computer/Printer Bulk Purchase must be received in
OPCS NO LATER than 10 business days prior to the Bulk Due Date
published by Statewide ITS. (For example is the ITS due date is
April 14th the request should be at OPCS no later than April 1st.) Any
request received after that date (April 1) must be accompanied by a
justification for missing the deadline.
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SOFTWARE
• If software purchase is sole source or brand
specific, provide waiver of competition
justification
• If request is for software maintenance
renewal, provide previous purchase order
number
• Attach DIRM justification form. Contact
Katrina.smith@dhhs.nc.gov for a soft copy
of DIRM form
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PCARD
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HISTORY
The DHHS Procurement Card Program (PCard) was implemented in 1998 as a
pilot program.
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GOAL
The PCard is the most efficient means to reduce the costs involved in
processing small dollar purchase orders and shortened delivery time.
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POLICY
Cardholder must be a permanent employee
Follow guidelines of State Term Contracts, DOC preference, and Direct Pay
Limitation of $2500 per PCard transaction limit
Cards assigned credit limits and merchant code profiles
TRAINING
Training is an essential part of the DHHS PCard Program. Contact Jeanette
McElroy or Howard Mabry to arrange for training.
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PCARD
DOCUMENTATION
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Documentation is another requirement of the PCard Program.
All purchasing documents should be kept on file for five years.
All PCard documentation is subject to auditing.
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If you need clarification on any of the Procurement Card policies go
to these websites:
– Procurement Card-946A STC
• www.pandc.nc.gov/StateWideContracts.htm
– G.S. 143-49(8) Authority
• www.ncleg.net/gascripts/statutes/statutelookup.htm
– Purchase and Contract Administrative Code
• www.pandc.nc.gov/admcode.htm
– DHHS Procurement Card Policies & Direct Pay Policies
• opcs.dhhs.state.nc.us/default.aspx
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Requisitions/Purchasing Order Maintenance
REMEMBER TO………
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Run encumbrance report from XTND reporting at least weekly and
review old purchase encumbrances.
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Contact the buyer for e-Procurement to close any old PO with
existing encumbrances.
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NCAS Purchase Orders must be received on line by DHHS
Purchasing office and will close automatically if fully paid.
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Delete any old requisitions in your e-Procurement composing or
returned inbox.
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Buyer cannot change PO if receipts are pending.
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POINT TO REMEMBER
 All backup information, bids etc are now scanned and attached to requisitions
 Scanned documentation must be scanned so it can be read. Documents that
are scanned upside down will be returned to be rescanned and reattached.
The Purchase Order becomes the public record and all documentation must be
easily read.
 If you have a time sensitive need this must be noted in the requisition title.
You can contact purchasing office prior to sending requisition so we can be
prepared and possibly do background work needed.
 ARRA procurements must be clearly marked in the requisition title and ARRA
funding should be noted in the body of the requisition
 DIRM justification must be attached to all IT purchases
 Purchasing Agents do not have accounting information –check with your budget
officer if you need account numbers
 Do not withdraw a requisition if you need to add an attachment/make a
change. Send to purchasing agent via e-mail or fax and it can be attached by
them.
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WEBSITES
IT Procurement
– http://www.its.state.nc.us/ITProcurement/
Purchase and Contract
– http://www.pandc.nc.gov/index.htm
P&C Term Contracts
– http://www.pandc.nc.gov/StateWideContracts.htm
Commodity Numbers
– http://www.pandc.nc.gov/nigpnum.htm
Commodity Descriptions
– http://www.pandc.nc.gov/nigpalfa.htm
DHHS Purchasing
– http://opcs.dhhs.state.nc.us/default.aspx
Interactive Purchasing System (IPS)
– https://www.ips.state.nc.us/ips/
OERI (ARRA) site:
– http://www.ncrecovery.gov/default.aspx
Correction Enterprise
– http://www.correctionenterprises.com/
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