About
The Procurement Services Department is the central purchasing authority for UNCG. Our responsibilities include managing the procurement process on a University wide level.
The University is required to follow the State of NC Procurement rules and regulations. The links below provide helpful information.
- ❖ State of NC Purchasing and Contracts →
- ♦ Statewide term contracts
- ♦ NC Debarred Vendor List
- ♦ State of NC Interactive Purchasing System (IPS)
- ♦ State of NC Procurement Rules and Procurement Manual
- ♦ NC Historically Underutilized Businesses (HUB)
- ♦ NC Department of Corrections (Correction Enterprises)
- ❖ UNC System Procurement →
- ♦ UNC System contracts
- ♦ UNC System Procurement Rules including Memorandum of Understanding between the UNC System and State of NC Purchasing and Contracts (P&C)
SpartanMart is the preferred method for purchasing goods and services due to the University's greater ability to manage risk, compliance and regulations. Use of the PCard to purchase goods and services should be limited to instances where there is substantial benefit to the University.
Please contact the Purchasing Office (purchase@uncg.edu) if you have any questions.
COVID-19 Information
Use Activity Code CORONA for related purchases incurred due to the public health emergency with respect to COVID-19.
For additional UNC Greensboro COVID-19 related information please visit the Shield Our Spartants website.
Residential Deliveries
- ❖ Reference the Flexible Work and Teleworking Arrangements Policy
- ❖ Allowed for Individuals who have an approved Telework Plan and Agreement as a full time remote worker with a non UNCG property work location more than 60 miles from UNCG leased or owned property where your employing department is located
- ❖ The purchase of office chairs or desk are not allowed for delivery to a residential address
- ❖ Proper documentation must be attached within WORKS and SpartanMart including business purpose and department head or chair approval
- ❖ Any exception must have prior written approval from Procurement Services
Questions can be sent to purchase@uncg.edu or pcard@uncg.edu.
Procedures/How-To's
The following Procure2Pay guidance document has been created to assist departments in determining the proper acquisition and payment process for the most common goods and services. Questions, please contact Procurement Services (procure@uncg.edu) or Accounts Payable (acctpay@uncg.edu).
As a state of NC institution many factors were considered and weighed as we formulated this Guidance Policy for the campus. Factors considered include:
- ♦ compliance with State of NC policies and laws
- ♦ compliance with Federal policies and laws
- ♦ compliance with UNCG and UNC System policies
- ♦ ensuring adherence to University standards
- ♦ Risk reduction and mitigation
- ♦ ability to track and manage Contracted Spend
- ♦ ability to capture Sustainability metrics
- ♦ ability to highlight environmentally friendly, sustainable and energy efficient products and services
- ♦ ability to capture NC Historically Underutilized Businesses (HUB) metrics
- ♦ ability to promote diverse and disadvantaged suppliers
- ♦ efficiencies gained in Procure2Pay processes
In July 2014, a new policy was approved by the Chancellor requiring a review by ITS prior to purchasing certain types of enterprise application software. In summary:
- ♦ Enterprise applications (defined in the policy) must be reviewed by the Administrative Information Security Committee (AISC) to ensure that University data is properly protected.
- ♦ Student-facing enterprise administrative applications (defined in the policy) must be reviewed for compliance with University-approved authentication method(s). The related procedure can be found at this website. This page requires you to log in using your UNCG credentials.
Prior to delivery, the department expected to evaluate the equipment must:
- ♦ Have the vendor approve the Evaluation of Equipment Agreement form
- ♦ If applicable, have the vendor submit with the Evaluation of Equipment Agreement form a copy of liability insurance
- ♦ Have all paperwork submitted to the Procurement Services Department.
Per UNC System Quality Assurance Inspection Guidelines - receipt of goods and services in SpartanMart will serve as acknowledgement that the inspection was performed and was satisfactory. If you need assistance - please see the following contracted services available through a state of NC contract (Reference Contract 961E).
Other Helpful Information
When a department needs used equipment:
- ♦ Contact the Director of Purchasing.
- ♦ Complete a requisition in SpartanMart. (If the offer is competitive and subject to prior sale, the Director of Purchasing may approve immediate purchase. Otherwise, a bid for used equipment will be issued.)
- ♦ The Procurement Services Department will issue a purchase order.
All requests for renting and leasing should be forwarded to the Procurement Services Department by way of a purchase requisition via SpartanMart.
- ♦ The request should be accompanied by a justification explaining the need to lease or rent rather than purchase.
- ♦ A copy of the proposed rental or lease agreement and any additional/necessary communication needs to accompany the purchase requisition as an attachment.
The Procurement Services Department will review the request and take necessary action consistent with standard purchasing procedure.
To request materials and services from commercial vendors:
- 1. Enter a requisition into SpartanMart. (An approved requisition in SpartanMart authorizes the Procurement Services Department to purchase items on behalf of the ordering department.)
- 2. Attach to the requisition or send to the Procurement Services Department all supporting documentation.
- 3. The Procurement Services Department will issue a purchase order. The length of time required to process a purchase requisition depends on the following:
- ♦ If the item is on State Contract.
- ♦ If the dollar amount does not exceed $25,000.00, the requisition can be processed without formal bidding.
- ♦ If the dollar amount of the order is over $25,000.00 but does not exceed $75,000.00, three formal quotes are required.
- ♦ If the dollar amount of the order is over $75,000.00 but does not exceed $500,000.00, the requirement will have to be solicited using the sealed competitive bid process.
- ♦ If the dollar amount of the order is over $500,000.00, the requirement will need to be solicited by the State Purchase and Contract Division.
- 4. The ordering department receives an electronic confirmation that the order has been placed.
- 5. The ordering department confirms delivery in SpartanMart once the item(s) has been received.
- 6. Any exceptions to the above requires prior written approval of Procurement Services.
The State of North Carolina defines a Small Purchase as the purchase of goods or services not to exceed $25,000, including extensions and/or renewals.
For goods or services costing less than $5,000.00 and not available through SpartanMart, use the UNCG issued PCard to complete the purchase.
If you feel the item or service you require meets the definition above of being Sole Source, complete the Sole Source Justification form and submit it along with the Purchase Requisition to the Procurement Services Department. The Sole Source Justification Form will require the following information:
- ♦ The item and its function
- ♦ The name and address of the suggested supplier
- ♦ The reason for requesting a sole source purchase
- ♦ The reason why the product or service is the only product or service that can satisfy your requirements
- ♦ The name and address of other vendors who make or provide similar equipment or services and why these fail to meet your specific needs.
Upon receiving the Sole Source Justification Form the Purchase Department will review the information and the details of the requisition and process the requisition accordingly.
To establish a standing purchase order: Complete one purchase requisition in SpartanMart. The Procurement Services Department creates a Purchase Order.
- ♦ If the order will exceed $25,000.00 in annual expenditures, competitive bidding is required unless a sole source justification form is approved.
- ♦ If grant or contract funds are used, the standing purchase order must have a firm expiration date.
- ♦ Change orders, cancellation or increases/decreases to the amount of a standing purchase order must be made through the online change order form.
- ♦ Decreases or cancellations – any remaining balance will be liquidated and returned to the ordering department to be used for other purposes.
Requests the change, cancel or close a PO are made by adding a comment directly on the Comments Tab of the PO and sending it to all the Purchasing Agents. Include the details necessary for Purchasing to complete your request. Please see this document for instructions and an explanation of when to request a change, cancel or close.
MPS FAQs
In March 2014, UNCG announced the decision to participate in a Managed Print Services (MPS) program to be jointly managed by Business Affairs and Information Technology Services (ITS). The program is designed to reduce overall printing costs, simplify management of printing services, and promote environmental sustainability, while increasing the functionality available to departments. For details concerning the MPS program, please see the ITS website.
- ♦ Steve Rowland | Senior Account Manager | 336-808-8000 x2504 | srowland@systeloa.com
- ♦ Michael Logan | Director of Purchasing and Contracts | 334-4104 | mflogan@uncg.edu
- ♦ Richard Schumaker | Project Manager | 336-256-1305 | rwschuma@uncg.edu
Contact for Relocation Estimates
(Relocation of existing Systel MPS units will incur a relocation charge.)
- ♦ Shelley Taylor | UNCG Systel Representative | 336-808-8000 x2514 | staylor@systeloa.com
UNCG will no longer purchase or lease network or multi-function printers as these will be provided and owned by Systel and the departments will be charged on a cost per print basis. Specialty printers such as large format, photo, graphic, design, etc. are not included in MPS and can still be purchased through SpartanMart. If in question, please check with our Systel rep to see if they have a product that will meet your needs. Desktop printers may also be purchased if the department has received an exception after the potential savings assessment. In addition, departments can still order toner and ink and service agreements for all existing equipment not in the MPS program.
Each department will provide Systel with the name of the individual who’s pcard will be charged each month for the print per page charges. Systel will send the individual a detailed invoice of the charges each month for that department.
Departments that are interested in saving money on printing costs or becoming more sustainable should contact Systel at the numbers above to schedule an assessment and next steps for using the MPS program.
Commodities
Phone - (336) 334-4104

Financial Services

Legal Services

Managed Print Services (MPS)
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Phone - (336) 334-3078

Contracted Services

Software Licenses

Independent Contractor

Sole Source Approval

Furniture
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Phone - (336) 334-4463

Residence Life/Supplies

Facilities Operations Services/Supplies

Construction

Repairs & Renovations

Cleaning Services

Uniforms

Annual Service Contracts

Police

Computers

Dining Hall

Telephones
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Phone - (336) 334-4462

Scientific Equipment & Supplies

Vehicles

Equipment Maintenance

Equipment Repairs

Photo Copiers

Nursing

Printing

Teaching & Learning Center

Athletics

Musical Instruments

Mattresses

AV Equipment

Appliances
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Phone - (336) 334-4461

PCard Administration

Training & Auditing
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Phone - (336) 334-4673

SpartanMart

Banner Support
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Forms
- ♦ If the supplier has a punchout catalog, click on the supplier's published quote in the punchout to add it to your SpartanMart cart
- ♦ Complete the Furniture Purchase Form →
- ♦ Attach the form and the supplier's quote as internal attachments to your SpartanMart requisition
- ♦ There is no need to use this form when purchasing task/desk chairs, accessories such as coat hangers, lamps, tabletop appliances, etc
Use this Opportunity Cost calculator to help determine if a multi-year purchase is a good deal.
Completed form is submitted to State Surplus Property for approval.
If a vendor requires proof of UNCG’s tax exempt status, provide them the certificate and letter.
Federal law requires that we have on file a W-9 with the Employer ID number or Social Security number and signature of each person to whom the University makes a payment. New vendors must complete this form to be entered by UNCG’s Accounts Payable Department.
Links
- 1. Select “Search Open Bids”
- 2. Select “University-UNC at Greensboro” from the Purchasing Agency drop-down list
- 3. Select “Search”
- ♦ 1998 - NC Recycling Guide →
- ♦ UNCG Waste Reduction and Recycling →
- ♦ NC State Term Contracts Containing Recycled Products →
- ♦ Why and How to Purchase Recycled →