Policies & Procedures Manual - Elizabeth City State University
Policies & Procedures Manual - Elizabeth City State University
Policies & Procedures Manual - Elizabeth City State University
You also want an ePaper? Increase the reach of your titles
YUMPU automatically turns print PDFs into web optimized ePapers that Google loves.
400.1.22Adopted: 06/14/05ELIZABETH CITY STATE UNIVERSITYContractual ServicesDefinitionA general service contract is defined as any agreement in which an independent contractorperforms services requiring specialized knowledge, experience, expertise, or similar capabilitiesfor a state agency for compensation from state funds. The services may include (by way ofillustration, not limitation) services such as maintenance of buildings or equipment, auditing, filmproduction, employee training and food services, provided that the service is not primarily forreview, analysis, evaluation, or advice in formulating or implementing improvements in programsor services (in which case consultant services procedures apply). Most services such as janitorialservices and security services are considered “general services” contracting. General servicescontracts are subject to obtaining competitive quotations and bids as outlined in Policy 400.1.6.Rules Established by the NC Division of Purchase and Contract that ECSU Must FollowWhen Seeking to Obtain a Service Contract1. A Purchase Requisition and attached memo justifying the need for the service andconfirming that funds are available for such purpose shall be on file with the ECSUPurchasing Department.2. After completing justification for the service, (evident by the approved Purchase Requisition),ECSU’s Purchasing Department shall prepare a complete task description, outlining in detailthe services required. Specifications for all services expected to cost over $2,500 must be issuedin written form, via a Request for Proposal (RFP), Invitation for Bids (IFB), or Request forQuotation (RFQ).3. Before seeking services from the private sector, the Purchasing Department and theRequisitioning Department shall investigate sources within state government, the <strong>State</strong><strong>University</strong> system, and the Department of Community Colleges which may be able to providethe services. If it is determined that such resources are not available, the requirements can thenbe publicized to the private sector.4. Certain categories of services (e.g., informational processing, auditing) require review andapproval of the state agency (ies) responsible for related services for the state. Such reviewserves two purposes: 1) To determine whether the resources to perform the service already existwithin state government and need not be duplicated; and 2) To ensure that specifications areappropriate. The NC Division of Purchase and Contract will assist agencies in obtainingreviews as required.