Vendor & Procurement Information
The Business Office manages and directs the accounts payable, accounts receivable, FTE auditing and reporting, payroll, and purchasing functions of the college.
Doing business with Catawba Valley Community College may require registration with NC E-Procurement.
Catawba Valley Community College welcomes new suppliers, especially those with innovative products or services that will improve quality and reduce costs.
If companies are interested in doing business with Catawba Valley Community College, please contact the CVCC Purchasing Department. The Purchasing Department will contact a company, if and when, a need arises for the product and/or service offered by the company.
Registration with NC E-Procurement may be necessary in order to do business with us. Further information is available for suppliers if the supplier would like to make an appointment.
PLEASE NOTE: All orders are required to have a purchase order number. Any work, materials, or services provided prior to receiving a purchase order are the sole responsibility of the supplier.
The role of the Purchasing Department at CVCC is assists the end-user in soliciting competition and assure that all state and college policies are followed when making purchases.
The purchasing authority of CVCC is governed by the following:
» North Carolina Administrative Code
» North Carolina General Statutes
Vendors are encouraged to use online services when doing business with CVCC.
In order to do business with us, it is recommended for potential vendors to register with the following:
E-Procurement
All CVCC purchase orders are required to go through the NC @Your Service E-Procurement system. In order to receive a purchase order, each vendor must register with E-Procurement.
More info in next tab.
Bids that are estimated to be $10,000 or greater are advertised on the state’s Interactive Purchasing System (IPS). Once registered with Vendor Link, the company will receive an email from the system each time a bid is posted in a commodity code that the company registered under Vendor Link.
The Historically Underutilized Business Office (HUB) in Raleigh has a website that can provide companies with a wealth of information related to HUB businesses, certification as a HUB business, and many other topics. CVCC aims to utilize HUB businesses when available.
Vendors must register with NC E-procurement.
Catawba Valley Community College participates in the NC E-Procurement system. All purchase orders are required to go through NC @Your Service E-Procurement system. In order to receive a purchase order, each vendor must be registered with Vendor E-Procurement.
NC E-procurement is administered by the State of North Carolina Department of Administration, Division of Purchase and Contract, and is used by most state agencies, institutions, universities, community colleges, public schools, and local governments.
The goal of NC E-Procurement is to migrate from a paper-based procurement process to an electronic system that will provide cost savings and an improved cycle time.
Companies can learn more about the E-Procurement system, register as a vendor, update profiles, and/or connect to other sites of interest using the NC E-Procurement webpage.
Benefits to the Supplier:
- Electronic access to state agencies and institutions
- Reduced cycle time
- Order accuracy
- Easier submission of quotes
- Reduction in support costs
- Ability to maintain and update vendor information as changes take place within the company
Benefits to the State:
- Savings in administrative costs
- Reduced cycle time
- Economic development for small and HUB suppliers
- Reduced cycle time
- Order accuracy
- Improved information reporting back to the State
- Improved standardization with purchasing policies and practices
Invoices and payments use a different address than deliveries sent to CVCC. W-9 forms are available online.
All invoices are to be sent as follows:
Catawba Valley Community College
Attn: ACCOUNTS PAYABLE
2550 Highway 70 SE
Hickory, NC 28602
CVCC is NOT sales tax exempt and vendors should charge sales tax at the current rate.
Payment terms are Net 30 unless other arrangements are made. All invoices are paid based upon funds availability and upon the direction provided by the state of North Carolina.
If a company has not done business with CVCC before, CVCC requires a Tax ID number before payment will be made. Please provide that information with the Vendor W-9 online form.
All deliveries are to be sent as follows:
Catawba Valley Community College
Attn: MAINTENANCE/RECEIVING
2030 Startown Road
Hickory, NC 28602
Deliveries are accepted between 8:00 AM and 4:00 PM, Monday through Friday. Deliveries outside this timeframe, without prior approval of the purchasing or receiving, will be refused at the vendor’s expense.
All boxes, shipping instructions, freight invoices, packing slips, etc., must include the appropriate purchase order number, departmental name and contact.
All deliveries containing hazardous materials and/or chemicals must be properly marked and must be accompanied by SDS sheets.
Methods of Competition
Under the policy of CVCC and the State of North Carolina, competition will be solicited as outlined below. Requisitions cannot be divided in order to avoid the required level of competition. The method of competition is based on the total amount of the requisition:
- $0.01 to $4,999.99 – The Purchasing Department may purchase merchandise, services, or equipment from a requisition’s suggested vendor without soliciting any quotes after determining that state contract merchandise or equipment is not available. (Lead-time maximum of 10 days)
- $5,000.00 to $9,999.99 – The Purchasing Department or requisitioning department must solicit written quotes from at least three (3) vendors after determining that state contract merchandise or equipment is not available. (Lead-time 1-20 days)
- $10,000 and over – A formal requisition package must be sent to the Purchase and Contract Division in Raleigh for bid solicitation after determining that state contract merchandise or equipment is not available. Before the Purchase and Contract Division can process any requests over $10,000, they must have a letter from the college president requesting them to proceed. This letter is to be on college letterhead with signature and include mention of the specific requirement, justification for the purchase, and the source of funding. (Lead-time 20-90+ days)
- Technology Purchases $10,000 to $25,000 – A request for quote is posted on the North Carolina Interactive Purchasing System (IPS).
- Technology Purchases $25,000 and over – A formal requisition package must be sent to the State IT Procurement Office in Raleigh for bid solicitation after determining that state contract merchandise or equipment is not available.
Purchase Order and Contract Awards
During the bid process, all communication concerning the bid must be directed through the Purchasing Department.
Potential bidders are not to contact the end user during the bid process or during the review process.
Awards are made to the lowest, responsive, responsible bidder that meets specifications.
All quotes and bid information are public record.
Interested parties may view documents, located in the Purchasing Department, by appointment.
Bids and tabulations beginning with 99– are posted on the state IPS system and are available for public view.
Sole Source
CVCC makes every effort to assure that competition is solicited where there are multiple sources of supply. In order for a purchase to be classified as sole source, the Purchasing Department requires written confirmation from the potential sole source supplier and the end-user, explaining what makes your good or service unique and sole source.
State Contract
When an item needed is on a state contract, the purchase will be made from that state contract.
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