Purchasing

A Guide for Doing Business with the City(PDF, 360KB)

About This Guide

The purpose of this guide is to assist potential vendors with basic information for Doing Business with the City. Your business is important to us and we welcome all potential vendors to seek opportunities with the City.

This guide will also assist your business in promoting and marketing products and services to the City of Fayetteville. Included in this guide is information to assist you in locating commodities, services and construction opportunities along with an overview of the contracting and purchasing process.

We hope this guide is helpful. If you have any questions or comments feel free to visit us at 433 Hay Street, 2nd Floor, Fayetteville, NC 28301, call us (910) 433-1942 or email us at CityPurchasingDept@fayettevillenc.gov. One of our staff members will be happy to assist you. We look forward to hearing from your business.  

The City of Fayetteville Purchasing Division's Mission is to be committed to our community and coworkers by providing the best possible service to all of our customers and making responsible decisions throughout the acquisition process for contracts, materials and services for the City of Fayetteville. We strive to assure the community that tax payer dollars are being utilized in a fiscally responsible manner by following bid processes and North Carolina State Statutes.

Vision

• To provide the highest level of quality customer service,
• To maintain an entrepreneurial spirit,
• To collaborate as a team to promote the best environment for teamwork
• To have open relationships with vendors and be welcoming.

Values

• To be ethical and moral.
• To abide by North Carolina General Statutes.
• To respect and value people.
• To embrace open communication and information sharing.
• To be open to change.
• To have a positive attitude.
• To be supportive of each other, our organization and our vendors.
• To build value and diversity.
• To encourage new and innovative ideas.

Visit the following link below for current bid opportunities for the City of Fayetteville. Click on the Bid Number for a copy of the Bid documents. If you have any questions or need further assistance to complete the Bid Packet please email us at CityPurchasingDept@fayettevillenc.gov and we will be happy to assist you.

Thank you for visiting our page. While you are visiting our page please take the time to complete the Vendor Registration Form(PDF, 279KB) and submit it for our records so we know how to reach you for future business opportunities

Current Bid Opportunities

Center for Economic Empowerment and Development (CEED)

Looking for an opportunity to contract with the City of Fayetteville and PWC? Sign up for the “Hire Fayetteville First” class series offered by the Center for Economic Empowerment and Development (CEED). The three part series is free and open to the public.

Register for an Upcoming Class

HUB Certification Workshop Series

Attention minority and women-owned business enterprises! Did you know that you qualify for the North Carolina Historically Underutilized Businesses (HUB) certification? Are you interested in learning more?

HUB Certification Workshop Series(PDF, 4MB)

Printable City's Commodity Codes(PDF, 83KB)

• A Guide for Doing Business with the City (PDF)(PDF, 360KB)
• Current Budget
• Purchase Order (PO) Terms and Conditions(PDF, 78KB)
• Small Disadvantaged Business Enterprise Program Guide(PDF, 149KB)
• SBDE Affidavit Form(PDF, 159KB)
• Vendor Registration Form(PDF, 279KB)
• W-9 Form(PDF, 117KB)
• Guide to Open Government (NCDOJ)(PDF, 1MB)

How does the City dispose of surplus property?

Currently, Fayetteville PWC (Public Works Commission) is responsible for disposing of Surplus Property for the City. Visit PWC’s website for further information on Surplus Property.

Who processes invoice payments for the City?

The City’s Accounts Payable Division of the Finance Department handles invoice payments with standard payment terms of Net 30.

Does the City pay sales tax?

Yes, the City is required to pay North Carolina state and local sales taxes. Please include all applicable taxes on invoices.

Are City personnel allowed to purchase items without a purchase order?

Yes, some City personnel are issued a City of Fayetteville procurement card which gives them authorization to make certain purchases in accordance with City Purchasing Procedures. Currently, Bank of America. provides this procurement card service for the City, and the cards can be used with suppliers that accept Visa credit cards.

Are local governments allowed to participate in state contracts?

Yes, the State of North Carolina allows all local governments to participate in any of their contracts for the purchase of supplies and equipment. See the North Carolina Division of Purchase and Contracts for information regarding these contracts. For additional government resources, visit the UNC School of Government webpage.

How can I find out about upcoming bids?

Current bids, requests for proposals for services, and construction bids are advertised on the City’s website on the Current Bid Opportunities page.

Are bid tabulations available for public inspection?

Bid Tabulations are available at the Purchasing Department’s website by accessing Bid Tabulations.

How do I arrange a vendor visit/appointment?

Vendor visits must be scheduled prior to your visit. You can contact the Purchasing Office at PurchasingDept@FayettevilleNC.gov to request an appointment along with providing the product information you would like to present. Once an appointment is scheduled you will need to complete a Vendor Registration Form(PDF, 279KB).

What do I need to do to become an active vendor/supplier with the City of Fayetteville?

To become and active vendor with the City, complete our online Vendor Registration Form(PDF, 279KB). The City has established the Vendor Registration Form in an effort to encourage businesses to participate in our Bidding process. The form helps the City Purchasing Department identify vendors that would potentially have a product or service currently requested to procure. If you need further assistance with the form you can contact the purchasing office and one of the staff members will be happy to assist you.

1. This purchase order is limited to the terms and conditions contained on the face and the back hereof. Any Additional or different terms in the Seller's form are hereby deemed to be material alterations and notice of objection to them and rejection of them is hereby given. All delivery of goods and/ or services shall conform to specifications, price, terms and conditions as set forth in this instrument.
   
   
2. This purchase order, including all references and/or insertions, with the stated terms and conditions thereon shall constitute the complete agreement between the City and Seller. The terms and conditions of this order shall not be modified by any verbal understanding and shall only be binding if agreed to in writing by the City.
   
   
3. The Seller warrants the goods furnished in accordance with this order to; (a) be free from defects in title, claims, liens, labor, material or fabrication, (b) conform to applicable specifications, (c) be suitable for the purpose intended, and (d) to be of merchantable quality.
   
   
4. The Seller warrants the goods furnished in accordance with this order shall comply with all Federal, State or Local Laws relative thereto and the Seller shall defend and hold harmless the City from any claim, liability, or loss arising from any trademarks, patent, or copyright infringement.
   
   
5. This agreement shall be governed and interpreted pursuant to Laws of the State of North Carolina. Any legal actions arising from default of this contract shall be brought only in the County of Cumberland, State of North Carolina.
   
   
6. Regardless of F.O.B. point, the Seller agrees to bear all risk of loss, injury or destruction of goods and materials ordered herein which occur prior to acceptance by the City.
   
   
7. All invoices, packages, shipping notices, or the like affecting this order shall contain the applicable purchase order number. The packing list shall be enclosed in each box or package. All Items shall be prepared and packed for shipment in a manner that will prevent damage in transit.
   
   
8. The City shall have the right to inspect and test all items supplied under the order before making acceptance. Risk of loss and title to all goods received shall remain with the Seller until acceptance has been made by the City. Rejected goods shall be returned to Seller at Seller's risk and expense.
   
   
9. In the event the Seller defaults by (a) nondelivery as required, (b) not providing adequate assurance of performance, (c) becoming insolvent or making an assignment for the benefiting creditors, or (d) breaches any of the terms and conditions of this order, the City may, by written notice to the Seller, cancel the whole or any part of this order or exercise any other remedy allowed to the City of goods under law.
   
   
10. The City is exempt from Federal Excise Tax. The City is not exempt from applicable North Carolina State Sales and Use Tax or Cumberland County Sales and Use Tax. Such taxes shall be shown as a separate item on all invoices.
    
    
11. Cash discounts will be deducted as provided on the front of this order. Net purchases will be paid within 30 days from the receipt of a correct invoice or acceptance of the goods, whichever is later. Refer to the front of this order for the billing address. Submit original invoices with a duplicate invoice.
    
    
12. Current material safety data sheets shall be provided in accordance with all regulations.

E-Verify Requirements

Contractor / vendor hereby acknowledges that "E-verify" is the federal e-verify program operated by the us department of homeland security and other federal agenci es which is used to verify the work authorization of newly hired employees pursuant to federal law in accordance with article 2, chapter 64 of the north carolina general statutes. Contractor / vendor further acknowledges that all employers, as defined by article 2, chapter 64 of the north carolina general statutes, must use e-verify and after hiring an employee to work in the united states, shall verify the work authorization of the employee through e-verify in accordance with ncgs §64-26 (a). Contractor / vendor hereby pledges, attests and warrants through execution of this agreement that contractor / vendor complies with the requirements of article 2, chapter 64 of the north carolina general statutes and further pledges, attests and warrants that any subcontractors currently employed by or subsequently hired by contractor / vendor shall comply with any and all e-verify requirements. Failure to comply with the above shall be considered a breach of this agreement.

IRAN Divestment Act Certification

As mandated by N.C.G.S. 147-86.59(a), Bidder hereby certifies that it is not listed on the Final Divestment List created by the North Carolina State Treasurer pursuant to N.C.G.S. 147-86.58. Bidder further certifies that in accordance with N.C.G.S. 147-86.59(b) that it shall not utilize any subcontractor found on the State Treasurer’s Final Divestment List. Bidder certifies that the signatory to this Request for Proposals is authorized by the Bidder to make the foregoing statement.

Documents

• Purchase Order (PO) Terms and Conditions(PDF, 78KB)

• Center for Economic Empowerment and Development (CEED)
• Department of Small and Local Business Development (DSLBD)
• City of Fayetteville Economic & Community Development
• Fayetteville PWC (Surplus Property)
• Contracting Opportunities in Fayetteville, Cumberland and Hoke Counties
• GovDeals - Surplus deals from the City
• NC DOA Term Contracts - See if a vendor is on a state contract
• NCHUB - For eligible vendors to register as a NC HUB Vendor