Vendor FAQs

How do I get on State term contracts?

  • A statewide term contract is normally awarded for a one or two-year period and may have renewal options or contract extensions. Term contracts are normally established through a competitive bid process. To be considered for getting on a term contract requires you to respond to the solicitation and submit a bid that is both in compliance with the bid specifications and competitive in price. Under normal conditions you cannot be added to a term contract in the middle of the contract period. To receive notification of any bidding opportunities complete registration in the North Carolina electronic Vendor Portal (eVP).

Why is my company required to pay a 1.75% fee?

  • The state of North Carolina has changed the way that we conduct business in order to take advantage of process efficiencies by conducting business electronically. By participating in E-Procurement, you will be able to market your ongoing business with these entities and also benefit from the process and time savings that are possible with E-Procurement. The transaction fee is currently for goods and not services. The fee offsets the expenses of the development, maintenance and ongoing operations of NC E-Procurement @ Your Service.

Does the 1.75% fee make my taxes go up?

  • The E-Procurement transaction fee will not increase your taxes. E-Procurement is a self-funded project and no tax revenues were used to fund the development of the system or for its ongoing application support.

How are construction items handled in paying the E-Procurement fee?

  • Labor (or services) on construction and renovation projects is not subject to the E-Procurement fee. Items that are considered commodities or furnishings to complete construction projects are subject to the E-Procurement fee (e.g., carpet, office panel systems, food service equipment, and furniture). Commodity items should be separated out from the actual construction labor on the purchase order and invoice.

How does my company benefit by using E-Procurement?

  • Supplier benefits include increased access to North Carolina government markets. By registering with E-Procurement, suppliers have a single point of access to government entities, public schools, and community colleges. E-Procurement provides a faster and more efficient method of quoting through the use of eQuote, as well as increased order accuracy and consistency through the delivery of electronic purchase orders. There is also potential for supplier cost savings in the areas of processing, marketing, and administrative costs.

What happens if I neglect to sign my bid?

  • Failure to sign a bid will subject your bid to rejection, and therefore be considered invalid.

What if I do not agree with the NC general terms and conditions?

  • All bids are subject to the provisions of the state of North Carolina’s general contract terms and conditions. Bidders are instructed not to attach any additional terms and conditions in their response. The state objects to and will not evaluate or consider any additional terms and conditions submitted with a bidder’s response. This applies to any language appearing in or attached to the document as part of the bidder’s response. By execution and delivery of the document, the bidder agrees that any additional terms and conditions, whether submitted purposely or inadvertently, shall have no force or effect.

Am I required to accept the terms of use when I register in E-Procurement?

  • You must accept the terms of use when registering your company in E-Procurement. If you do not accept the terms of use, your E-Procurement registration is incomplete. Users of the E-Procurement system will not have the capability to send electronic purchase orders or eQuotes through E-Procurement to your company if you are not registered.

How and when can I protest a bid award?

  • When a bidder chooses to protest a contract awarded by the Secretary of Administration, or by an agency (excluding universities) over $25,000 resulting from a solicitation, the bidder must submit a written request to the state purchasing officer with the Division of Purchase & Contract. This request must be received by the Division of Purchase & Contract within thirty (30) consecutive calendar days from the date of the contract award. When a bidder chooses to protest a contract awarded by an agency or university resulting from a solicitation (that is over $10,000 but less than $25,000 for any agency, or any contract awarded by a university), the bidder must submit a written request to the issuing procurement officer at the address of the issuing agency. This request must be received in that office within thirty (30) consecutive calendar days from the date of the contract award. All protest letters must contain specific reasons and any supporting documentation for the protest. Note: refer to the solicitation document in question for more specifics. 

What equipment is needed to conduct business through E-Procurement?

  • You will need access to a computer with Internet access to register and if you elect to receive purchase orders via email. You will also need a fax machine, if you elect to receive purchase orders via fax.

Who do I notify when I need a quality acceptance inspection?

  • Not all purchases require a quality acceptance inspection. If required, you should request a quality acceptance inspection. Such requests must be forwarded (in writing) to the Division of Purchase & Contract, Attn: Quality Acceptance Inspections, 1305 Mail Service Center, Raleigh, NC  27699-1305; fax # (919) 807-4511; or email to myra.welch@doa.nc.gov . Vendor shall include a copy of the purchase order and a copy of the bid or quote with the respective inspection request. 

When can I review the bids and/or proposals?

  • Bids and proposals submitted in response to a solicitation do not become public information until after an award of the contract. After award, the entire bid file shall become a matter of public record with the exception of those articles marked and considered to be confidential according to North Carolina law.

What is a HUB vendor and what are the qualifications?

  • Historically Underutilized Businesses (HUB) consists of minority, women and disabled business firms that are at least fifty-one percent owned and operated by an individual(s) of the aforementioned categories. Also included in this category are disabled business enterprises and nonprofit work centers for the blind and severely disabled.

  • Click here to navigate to HUB website

Who do I call if I need help with E-Procurement?

  • For assistance contact the E-Procurement Help Desk at 888-211-7440, and select option 2 for vendors. 

Prior to responding to bids or proposals, can I find out what the state paid on a previous contract and to whom it was awarded?

  • Contract pricing is part of the public record. Any and all interested parties may contact the state agency, community college, or university regarding a contract award and pricing information for any previous contract prior to responding to bids and proposals.

What does it mean to be debarred?

  • If a contractor is found to be in default of a contract by failing to perform in accordance with the contract requirements, the Division of Purchase & Contract may debar the contractor from doing business with the state or agency for a period of time at the discretion of the Division. This does not limit any other remedies that may be available to the state or agency