Procurement
General information
The Purchasing Division of the Finance Department ensures the cost effective, efficient and timely procurement of goods and services to enable all County departments to deliver services and serve the residents of Durham County. This is done in accordance with all State and Federal laws and regulations, local ordinances and approved policies and procedures.
Notice to Vendors
Durham County Purchase of Goods Terms and Conditions
To the extent required by law, the following federal contract provisions required under the Uniform Guidance (2 C.F.R. § 200.327 and 2 C.F.R. Part 200, Appendix II) apply to all Durham County purchases by P-card, Purchase Orders or Contracts paid for in part or whole with federal funds.
Pocket Purchasing Guide
MISSION OF THE PURCHASING DIVISION: The mission of the Purchasing Division is to ensure the cost effective, efficient, and timely procurement of the necessary goods and services to enable all County departments to achieve their missions, goals and objectives, and effectively deliver services to the residents of the County of Durham. Further, it is the responsibility of the Purchasing Division to ensure that all procurement activity is conducted in compliance with applicable State and Federal laws and regulations, local ordinances and approved policies and procedures.
The Division provides value-added services to:
- procure the goods and services necessary for all County staff to meet their goals and objectives as efficiently and cost effectively as possible;
- protect the interests of the County;
- ensure legal compliance in all contractual relationships;
- provide a fair climate for suppliers;
- provide knowledgeable advice and consultation;
- assist in specification development and review;
- maintain high ethical business standards and full statutory compliance;
- provide continuous training and education to our clients;
- minimize disputes between internal and external clients;
- identify sources of supply at cost effective prices and serve as an information resource center;
- manage requests within reasonable time frames and with a positive customer service attitude;
- disposal of surplus property.
Requisitions
The SAP on-line purchase requisition is the key document that begins the procurement process. The following information is necessary for expeditious processing of your purchase request:
- adequate specifications;
- item description, part number;
- quantity;
- required delivery time;
- complete accounting data;
- requestor and authorized approving signature thru workflow;
- vendor name, address, code number;
- line item and total purchase cost;
- special delivery location instructions.
NOTE: Procurement of services will be processed by the Purchasing Division using the SAP Funds Reservations function. Please contact our Contracts Officer at 560-0071 for further details relating to contracts.
Procurement Methods
Informal and Formal Bid procedures are typically used to purchase goods, services, repair, and construction. The amount of time required to process an order varies, but routine purchases should be complete within three (3) working days. A minimum of thirty (30) days administrative lead time (processing time after receipt of department's scope of work) is required for all Formal Bids and Requests for Proposals.
Thresholds for Purchasing
An SAP on-line purchase requisition and purchase order are required for all purchases of goods ≥ $1,000.00. For all construction and for most repairs and other services, a contract is required in addition to a Funds Reservations.
| Thresholds for Goods | Minimum Requirements |
|---|---|
| < $1,000 | Procurement Card, Request for Check, Petty Cash, (No competiton required). |
| ≥ $1,000 - <$30,000 | No competition required with the exception of Fixed Assets. User department encouraged to solicit quotes for competitiveness when possible. |
| ≥ $1,000 - <$90,000 | Informal Bids by Purchasing Div. |
| >$90,000 | Formal Bids by Purchasing Div., Board approval required. |
| Thresholds for Services | Minimum Requirements |
|---|---|
| < $30,000 | No competition required. User department encouraged to solicit quotes for competitiveness when possible. |
| ≥ $30,000 - <$100,000 | Informal Bids by Purchasing Div. |
| ≥ $100,000 | Formal Bids by Purchasing Div., Board approval required. |
| Architect, Engineer or Surveyor Services | "Best qualified" selection process by Purhcasing Div., Board approval required. (Exempted by Board if <$50,000) |
|---|
| Thresholds for Construction and Repair | Minimum Requirements |
|---|---|
| < $30,000 | No competition required. User department encouraged to solicit quotes for competitiveness when possible. |
| ≥ $30,000 - < $500,000 | Informal Bids by Purchasing Div. |
| ≥ $500,000 | Formal Bids by Purchasing Div., Board approval required. |
| >$30,000 | No competition required. User department encouraged to solicit quotes for competitiveness when possible. |
In addition to Informal and Formal Bid Process, the following procurement methods are also available:
State Contracts
State Contracts are established by the State Division of Purchase and Contract to obtain more favorable prices through volume purchasing, reduce lead time and administrative effort.
GSA Contracts
NC G.S. 143-129(e) Creates an exemption for purchases in the formal range from contracts established by the federal government for any federal agency if the contractor is willing to extend the same or more favorable prices, terms, and conditions.
Emergency Procurements
NC G.S.143-129 allows for an exception to the Formal Bid procedure “in cases of special emergency involving the health and safety of the people or their property”. Emergency purchases must be documented to the Purchasing Manager in addition to obtaining a Purchase Order.
Sole Source Purchases
Sole Source is available “when performance or price competition for a product are not available; when a needed product is available from only one source of supply; or when standardization or compatibility is the overriding consideration”. All sole source purchases require Board approval.
Piggybacking
NC G.S. 143-129(g) allows municipalities, counties, or other subdivisions to piggyback for supplies, materials, or equipment (not services) from another entity that has within the previous 12 months, completed a formal bid process, to purchase similar supplies, materials, or equipment if agreed upon by the vendor. Piggybacking requires Board approval and advertisement of intent to award.
Procurement Card Program
The County has entered into a contract with Bank of America to provide procurement cards for small dollar purchases. The use of the Procurement Card is for Official County business only.
Procurement of Computer Hardware and Software
All requisitions for computer hardware and software shall have prior approval from the Director of Information Services & Technology.
Order Splitting Prohibitions
Dividing contracts or purchases in order to evade procedures is prohibited under NC G.S. 143-133.
Personal Purchase
Use of County purchasing authority for personal purchases is prohibited.
Code of Ethics
The staff of the Purchasing Division is committed to the following Code of Ethics:
- to conduct all purchasing activities in accordance with the applicable NC General Statutes, county policies and procedures, ordinances, and federal rules and regulations;
- develop and maintain good public, supplier and internal relationships;
- to ensure fair and open competition by ethical means;
- to uphold the practices and principles of the professional purchaser;
- to extend honest, courteous and impartial treatment to all interested suppliers;
- to maintain supplier confidence to extent permissible;
- to respect the authority of the department and not use it for personal advantage or gain
When in doubt as to the correct procedure for any procurement, call the Purchasing Division prior to making contact with vendors or sales representatives. The Procurement Staff welcomes the opportunity to assist you in all your procurement needs.
Contact Procurement
Main Office
Durham County Purchasing Division
201 East Main St., 7th Floor
Durham, NC 27701