The University of North Carolina
at
Chapel Hill

April 12, 1999
 
 
 

Each year the NC Division of Purchase & Contract calls to our attention the necessity of  anticipating and submitting needs which will require formal sealed bids before fiscal year end. For UNC-Chapel Hill, this includes all acquisitions that must be delivered, invoiced, and paid before June 30, 1999.

The legal and processing requirements for requisitions which must be submitted to the Division of Purchase & Contract (procurements with dollar value of more than $250,000) take a minimum of twenty to thirty days, and average between 40 and 70 days. The UNC Purchasing Division processes requisitions below this amount. Lead times for purchases which must be bid and publicly advertised by UNC-Chapel Hill (requisitions with dollar value of more than $10,000) average 25 days. These averages do not include manufacturing process lead time, delivery time, or time for installation, invoicing, and check processing.
Therefore, any requisitions which must be advertised for bid or forwarded to the NC Division of Purchase & Contract should be sent to the UNC Purchasing Division as soon as possible, and not later than May 1, 1999. Departments should be aware that if the requirements are for other than standard off-the-shelf items, regardless of the dollar amount, chances are they may not be received and invoiced before the end of the fiscal year. Some items already under order may not be received until after the year end deadline for submission of invoices set by UNC Accounts Payable.

Please analyze carefully any purchasing needs you may have for the remainder of the fiscal year keeping in mind that for publicly bid items, we are not permitted to buy from other than low bidder if the sole reason for doing so is to obtain delivery and payment prior to fiscal year end. If you have questions or need advice for any purchase which may be affected by the fiscal year deadline, please contact the UNC Purchasing Division.