Policies & Procedures Manual - Elizabeth City State University

400.1.6SpecificationsGeneric specifications encourage competition. Whenever possible, requisitions should be supportedby a description of need, functional specifications, technical specifications, installation and trainingrequirements, service requirements, and other criteria which will allow vendors to bid their productsto suit the particular needs of the of the user. Do Not Quote Brand Specific Specifications unless theparticular requirement can only be met by those exact specifications. Quoting brand specificspecifications without reasonable justification deviates from State Statutes and shortchanges theUniversity by unnecessarily restricting competition. If your requirement can only be met by a brandspecific specification, a justification statement must accompany the Purchase Requisition.Limited CompetitionThe Purchasing Department is responsible for ensuring that fair and equitable competition is achievedfor all purchases delegated to the University. To accomplish this, items which can be obtained fromthe University Stores inventory, existing state contracts or negotiated pricing agreements must beobtained from these sources. Any deviation from these sources requires a justification with therequisition. Sole source and/or product specific requisitions for purchases over $2,500 must beaccompanied by a justification statement. While a requestor may designate a specific vendor to fill arequisition, the Purchasing Department will search for the most advantageous source, price and othersource selection factors considered.Formal Bid ProceduresFor requisitions greater than or equal to $10,000 but less than $35,000, the Purchasing Departmentwill use the University sealed formal bid procedure to obtain competitive bids. Requisitions totaling$35,000 or more will be submitted through the Purchasing Department to be bid by the NC Divisionof Purchase and Contract.Conditions When Competition Can Be WaivedUnder certain conditions, and otherwise if deemed to be in the public interest, competition may bewaived. Conditions permitting waiver include, but are not limited to, the following:1) cases where performance or price competition are not available;2) where a needed product or service is available from only one source or supply;3) where emergency or pressing need is indicated;4) where competition has been solicited but no satisfactory offers were received;5) where standardization or compatibility is the overriding consideration;