Purchasing Process

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The following outlines the standard purchasing process at Carteret Community College (CCC): 

  1. Identify Need
    The employee identifies a need for goods or services.
  2. Gather Information
    The employee researches and gathers necessary information and/or obtains quotes from vendors.
  3. Submit Requisition
    The employee prepares and submits a requisition to the Purchasing Department.
  4. Attach Supporting Documentation
    Depending on the type, complexity, and estimated cost of the purchase, the following documents may be required as attachments to the requisition:
    • Vendor quotes
    • Product or service specifications
    • Statement of Work (SOW)
    • Vendor contracts or agreements (e.g., license agreements, service agreements, advertising agreements)
    • Request to Waive Competition (e.g., Sole Source Justification Form or Emergency Justification Form)
  5. Purchasing Review
    The Purchasing Department reviews the requisition and accompanying documentation to determine the most appropriate method of procurement.
  6. Request for Additional Information
    If necessary, the Purchasing Department will contact the employee to request any additional documentation or clarification.
  7. Issue Purchase Order (≤ $100,000)
    For purchases of $100,000 or less, and once all required documentation is received, the Purchasing Department will issue a purchase order (PO) to the vendor. A copy of the PO will be sent to the requesting employee for confirmation.
  8. Initiate Competitive Solicitation (> $100,000)
    For purchases exceeding $100,000, and if required by policy, the Purchasing Department will initiate a competitive solicitation process. This may involve:
    • Collaborative Requisitioning
    • Issuing an Invitation for Bids (IFB), Request for Proposals (RFP), or Request for Quotes (RFQ)
    • Soliciting and receiving competitive bids or proposals
    • Waiver of Competition
  9. Bid Evaluation
    Submitted bids are received, tabulated, and evaluated by the Purchasing Department, the requesting employee (end-user), and/or a designated evaluation committee.
  10. Award and PO Issuance
    The contract is awarded to the selected vendor, and a purchase order is issued accordingly.
  11. Receipt of Goods
    Upon delivery to CCC’s Shipping & Receiving Department, the items are inspected for quantity, condition, and accuracy by Shipping & Receiving staff.
  12. Delivery to Department
    The goods or services are then delivered to the requesting employee or department.
  13. Contract Performance Monitoring
    The end-user is responsible for monitoring vendor performance and notifying the Purchasing Department of any issues or concerns.
  14. Invoice Submission
    The vendor submits an invoice for payment upon delivery and acceptance of goods or completion of services.
  15. Invoice Payment
    If all goods or services are received in satisfactory condition and all documentation is in order, the invoice will be processed and paid.