Doing Business With UNCW

MISSION STATEMENT

The Department of Purchasing Services provides direct support to the educational mission of the university by assisting departments in obtaining products and services of a high quality, at the lowest cost, and in the time needed. Purchasing administers relative contracts and leases; manages assets from acquisition through disposal and achieves this mission by processing orders, generating agreements and leases along with tracking equipment in an efficient manner and within the constraints of state purchasing requirements, UNCW policies, and the highest ethical standards. Meeting the needs of the university community is the focus of Purchasing Services’ efforts.

RESPONSIBILITY

UNCW Purchasing Services' is dedicated to conducting its business in accordance with UNCW policies and State laws so that taxpayers receive full value for their money. We endeavor to make our procedures conform to open, ethical and sound purchasing practices. We welcome qualified vendors and invite them to compete for the University's business.

UNCW has purchasing authority for most purchases under $500,000, and for specially designated purchases. Contracts for the University are awarded on the basis of best value to the University: price, quality and other factors. Where price and other factors are identical (tie bids), preference is given to North Carolina bidders and/or recycled products.

VENDOR REGISTRATION

To be notified of business opportunities, visit NC’s Electronic Vendor Portal.

HUB REGISTRATION & CERTIFICATION

If your organization meets the criteria of being a Historically Underutilized Business we encourage your organization to visit the North Carolina Department of Administration website.

SALES CONTACTS

We realize that your time is valuable. To ensure your time is not wasted, we encourage vendors to set up appointments. All campus visits should be coordinated through Purchasing. Sales Representatives may visit the various departments for the sole purpose of demonstrating equipment. Please do not leave goods on consignment or attempt to sell directly to the departments. Only the Purchasing Department has the authority to commit the University to a purchase, and in most cases this must be done through competitive bidding.

DELIVERIES

Unless otherwise specified, all goods are to be shipped prepaid FOB Destination. Please note the ship-to address information on the purchase order.

Please note:  The Purchase Order number must be visible on the outside of packages, shipping tickets and packing slips to ensure timely delivery to departments and prompt payment to the vendor for the correct order.   

The regular hours for receiving are 8:00 am to 5:00 pm, Monday through Friday, but are subject to change during summer session of classes. For general questions on University deliveries, Central Receiving can be contacted at 910-962-3620.

INVOICES / PAYMENTS

Invoices must be e-mailed to Accounts Payable at accountspayable@uncw.edu or mailed to the ATTN:  Accounts Payable at 601 S. College Road, Wilmington, NC 28403.

Please note:  Invoices must reflect the Purchase Order number. 

Accounts Payable is unable to pay from a statement, so invoice separately for each purchase. Please do not send the invoice with the merchandise as it may be mistakenly discarded or misplaced by the campus department receiving the goods. Unless otherwise negotiated, invoices are paid under Net 30 payment terms. Please note goods or services must be received prior to payment.

Inquiries regarding payments should be directed to Accounts Payable at (910) 962-3645. Please reference the purchase order number when making inquiries. 

PURCHASE ORDERS

A purchase order is a legal obligation to pay you for a product or service. You should request a purchase order from an authorized purchasing agent at the university before performing any job.

Please note:  Only charges supported by a Purchase order number will be honored for payment. 

INVITATION FOR BID (IFB)

The Invitation for Bid is a procurement method used to solicit competitive sealed bid responses, when price is the basis for award. This procurement method is typically used for formal solicitations.

REQUEST FOR PROPOSAL (RFP)

The Request for Proposal is a procurement method used to solicit competitive sealed proposals that will be awarded based on criteria other than price alone (i.e, vendor experience, quality of services, etc.). This procurement method, typically used for services versus goods, is typically used for formal solicitations.

REQUEST FOR QUOTATION (RFQ)

A Request for Quote is a procurement method used to solicit quotes for goods or services over $25,000, when an IFB or RFP is not considered a requirement by the Purchasing department.

All forms of competition (IFB, RFP and RFQ) are awarded on a number of criteria and being the "low bidder" does not ensure the award of a bid. The evaluation process takes into consideration price, quality, adherence to specifications, delivery, service, warranty, etc. Other factors used in evaluation consider the intended use of the good or service required. The purpose of our evaluation process is to determine the "best value" for the University.

CREDIT CARD PURCHASES

The Purchasing Card is a Visa credit card available to University departments as a payment method for purchases of $5,000 or less.