Purchasing


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About Purchasing

Purchasing is responsible for the centralized purchasing and warehousing functions for all City operations and to distribute materials on a daily basis for all City Department/Divisions. The warehouse personnel receive in inventory and non-inventory items. The Purchasing Warehouse stocks and issues items to all City departments/ divisions. Non-inventory items are delivered or picked up by the individual departments/divisions. Special project materials are also stocked. Inventory items include electrical, gas, water, office supplies, tools, sewer supplies, etc. The warehouse also issues City uniforms to employees (except police and fire departments). Certain items are delivered to individual departments/divisions. The warehouse operates on the AS400 computer system which simplifies the inventory process and daily operations. The AS400 assists the Purchasing Technician in ordering items on a daily basis. This is accomplished by daily input of issue and return tickets.

Doing Business with the City

The purpose of the section is to acquaint you, and other representatives who sell to the City, with the procedures followed by the Finance Department in carrying out the purchasing activities for the City of Wilson. Familiarity with the purchasing procedures will aid you materially in presenting your product to the City. It will also promote pleasant and business-like relationship with the City Purchasing personnel.

Purchasing Policies

In an average year, purchasing issues about 5,500 purchase orders with a value of approximately 17 million dollars. Because of the substantial amount of public money involved, Purchasing is guided in its purchasing procedures by several established policies are:

1. To conduct all purchasing in accordance with North Carolina Laws, City Charter and City of Wilson Code.

2. To obtain the quantity and quality of materials at the right price and when they are needed.

3. To stimulate competitive bidding in order to obtain materials and services at the lowest possible cost and to offer their products to the city.

4. To treat all vendors fairly.

Introducing Your Product

The City of Wilson engages in a number of varied activities while providing municipal services for its residents. These services include police and fire protection, water production and distribution, electrical distribution, street maintenance, garbage and trash collection and disposal, sewage disposal, parks and recreation facilitates, vehicle maintenance, planning and inspection services. A great variety of equipment, supplies and services must be purchased for the departments and divisions performing these services. These purchases are processed through Purchasing.

While it is beyond the scope of this booklet to list all the products and services which the City buys, Purchasing is interested in your product if it is needed by the City. Therefore, it is important to both you and the City that your product or service be introduced in the most efficient and effective manner possible. In accordance with the City of Wilson’s moral and legal obligations to rectify economic and social inequities, recognition is given the need for a concerted effort to be put forth to assure that minority and small business enterprises are afforded equal business opportunity to participate in all phases of its operation.

The following paragraphs will provide information which will help you to introduce your product or service.

Where the City Buys

The City of Wilson has a centralized purchasing function. Purchasing is the authority for all purchase transactions. Vendors shall not make sales to City employees without a purchase order unless approval is given by Purchasing. Employees outside Purchasing or the Finance Department do not have the authority to commit City funds unless Purchasing acts as liaison between vendor and City employee.

How the City Buys

All purchase of supplies, equipment and contractual services except professional services, where the cost exceeds $90,000 are purchased on the basis of formal competitive sealed bids.

Purchases less than $90,000 are made on an informal bid basis. Whenever possible these purchases are based on at least three informal quotations. Quotations may be solicited by mail, telephone, or personal visits by salesmen.

In case of emergency, and with the consent of the Director of Finance, the Purchasing Manager, Department Heads or their designee may purchase necessary supplies, materials, or equipment. This may be done only when it is essential that such purchases be made in order to safe-guard City property or to provide services which virtually affect the life, health or convenience for the Citizens of Wilson.

Informal bids are allowed by Fax.

Formal bids are not allowed by Fax.

Bidding Procedures

Specific bidding procedures have been established by the City to conform with the requirements established by law and to provide for uniform treatment of all vendors. Small business and minority business enterprises are encouraged to participate in the bidding procedures outlined below.

It is important that each vendor be familiar with these requirements and follow them. The purchasing procedures, including these requirements, are discussed in the following sections of this Webpage.

Notice of Invitation to Bid

The process of purchasing by formal competitive bids is initiated by the City of Wilson. A notice to bid is published in the legal notices of the “official” newspaper of the City. Any minority or small business enterprise pursuant to any invitation to bid, advertisement or solicitation, will be given full opportunity to submit bids and/or proposals and will not be discriminated against on the basis or race, color, sex, physical handicap, or national origin in consideration of an award.

Notices of call for bids are also mailed to vendors whose names are maintained on a “Bidder’s List”. This list is maintained in Purchasing for each class of commodity and service which is regularly purchased by the City. The names and addresses of vendors who can furnish the required products or services and who have expressed an interested in being contacted when the City purchases such items are maintained on a current basis in Purchasing.

Application for Placement on Bidders List

Vendors applying for placement on Bidder List are requested to come by in person to Purchasing at the City of Wilson Operations Center, 1800 Herring Ave. between the hours of 8:00 to 5:00 p.m. Vendors who cannot do this, are requested to apply by downloading and filling out a Vendor Application (see below).

Specifications

One of the most important factors in determining what the City buys is the quality requirement of the using department or division. This quality requirement is not necessarily the best nor the cheapest of a particular commodity. The City determines quality by need, that is, the items that are both economical and best suited for the particular use to which they will be put.

The quality required of an item or service is stipulated in a specification. Frequently, these specifications become quite technical, in other circumstances a “brand name” may be used. In either case, the specification is an expression of the quality and not a preference for a particular brand name. Vendors with products meeting or exceeding the quality requirements are invited to bid even though the brand name of their product may not be mentioned in the specifications.

Specifications are usually mailed with Notices for Invitation to Bid. They are also available in the Purchasing office and interested vendors are invited to request copies. A request in person, by telephone, or by mail will bring a copy of the specifications to you by return mail.

The purchasing department welcomes at any time vendor’s suggestions for improving either specifications or purchasing procedures.

Proposals

Proposals should be submitted on the proposal form furnished by the City. Completion of the proposal form constitutes the most convenient method for both the vendor and the City. If a vendor cannot bid on all items he should mark the items on which he is not bidding with the words “No Bid”. Care would be taken that all amounts on the proposal are correct. Extensions should be double checked to insure their accuracy.

Applicable Taxes

Federal excise taxes and North Carolina sales tax must be excluded from bid prices. The City of Wilson is exempt from Federal excise tax in certain instances and upon request, the Purchasing Manager will execute the exemption certificates in connection with all orders when Federal excise tax would otherwise be due.

Delivery Dates

Vendors should always state the number of “calendar days” required before delivery of a product can be made or they should indicate the specific date upon which delivery will be made. The time required for delivery may be one of the most important considerations in determining who shall be awarded the bid. In this connection successful bidders will be expected to deliver the materials and/or services they are providing within the specified time.

Payment Terms

Bidders must insure that payment terms are specifically stated in the proposal. In a competitive market the offering of a discount for prompt payment is often a decisive factor as to whether a particular vendor is the low bidder. Cash discounts are always deducted from the base bid in determining the low bidder. The City interprets a percentage discount for payment “within 10 days” to mean that discount will be allowed if the material is accepted and paid within 10 days after receipt of both the products and the vendor’s invoice.

Shipping Point

All bids are to be quoted F.O.B. Wilson with delivery as specified in the Invitation to Bid. Any variations from this requirement must be clearly covered in the vendor’s written proposal. Freight charges may be shown as a separate item but the title to material equipment will not pass to the City of Wilson until receipt and inspection of materials/equipment being purchased.

Deliveries

All shipments to the City of Wilson must be made to “Central Warehouse” or to locations shown on the purchase order. Deliveries may be required to be made to different departments and divisions located in various parts of the City. The purchase order number must appear on the shipping or delivery ticket. Failure to meet specified delivery schedules may result in cancellations of the order or being removed from Bidders’ List for failure to perform.

Vendors who are successful in obtaining bids and in sales to the City will add North Carolina Sales Tax when billing the City for goods sold.

Samples

Vendors should always examine the Invitation to Bid to determine whether they are required to submit samples with a bid. When samples are requested they will be held until after the award is made unless otherwise specified. If a vendor wishes to submit a sample of his product for trial and use, the product must be presented at no cost or obligation the City. This policy is also required on informal bids at times.

Submitting the Bid

All bids must be marked as indicated in the “Notice for Bids” and mailed or delivered to the Purchasing Manager, City of Wilson, P.O. Box 10, Wilson, North Carolina 27894, or personally to the Purchasing Office, at 1800 Herring Ave. They must be received in the office of the Purchasing Manager before the time stated for opening of the bids. Bids received after the designated time will be returned unopened and will not be considered.

Bid Security

All formal sealed-bids must be accompanied by a “bid deposit” in an amount equal to not less the five percent (5%) of the total amount of the bid as required by North Carolina law unless waived. This bid deposit may be in the form of cash, cashiers check, certified check or a bid bond by a North Carolina Licensed surety company. Personal and company checks are not acceptable.

The bid deposit is required to guarantee that the successful bidder will accept the order or contract when awarded to him. This deposit shall be retained if the successful bidder fails to execute a contract or accept a purchase order within 10 days after the award, or fails to give satisfactory surety as may be required. The deposit of the unsuccessful bidder will be returned promptly after award with an acknowledgment of receipt requested.

Performance Bonds

Performance bonds are required by North Carolina

Vendor Application (PDF)

Terms and Conditions
  1. DEFAULT AND PERFORMANCE BOND: In case of default by the contractor, the City of Wilson may procure the articles or services from other sources and hold the contractor responsible for any excess cost occasioned thereby. The City of Wilson reserves the right to require performance bond or other acceptable alternative guarantees from successful bidder without expense to the City of Wilson.
  2. GOVERNMENTAL RESTRICTIONS: In the event any Governmental restrictions are imposed which necessitate alternation of the material, quality, workmanship or performance of the items prior to delivery, it shall be the responsibility of the contractor to notify, in writing, the issuing purchasing office at once, indicating the specific regulation, which required such alterations. The City of Wilson reserves the right to accept any such alternations, including any price adjustments occasioned thereby, or to cancel the contract.
  3. AVAILABILITY OF FUNDS: Any and payments to the contractor are dependent upon and subject to the availability of funds to the City for the purpose set forth in this agreement.
  4. TAXES: Any applicable taxes shall be invoices as a separate item. The City is not exempt from local or North Carolina sales tax.
  5. SITUS: The place of this contract, its situs and forum, shall be North Carolina, where all matters, whether sounding in contract or tort, relating to its validity, construction, interpretation and enforcement shall be determined.
  6. GOVERNING LAWS: This contract is made under and shall be governed and construed in accordance with the laws of the State of North Carolina.
  7. INSPECTION AT CONTRACTOR’S SITE: The City of Wilson reserves the right to inspect, at a reasonable time, the equipment/item, plant or other facilities of a prospective contractor prior to contract award, and during the contract term as necessary for the City of Wilson’s determination that such equipment/item, plant or other facilities conform with the specifications/requirements and are adequate and suitable for the proper and effective performance of the contract.
  8. PAYMENT TERMS: Payment terms are Net 30 after receipt of correct invoice or acceptance of goods, whichever is later.
  9. AFFIRMATIVE ACTIVE: The contractor will take affirmative action in complying with all Federal and State requirements concerning fair employment and employment of the handicapped, and concerning the treatment of all employees without regard to discrimination by reason of race, color, religion, sex, national origin or physical handicap.
  10. CONDITION AND PACKAGING: Unless otherwise provided by special terms and conditions or specifications, it is understood and agreed that any item offered or shipped has not been sold or used for any purpose and shall be in first class condition. All containers/packaging shall be suitable for handling, storage or shipment.
  11. STANDARDS: All manufactured items and/or fabricated assemblies subject to operation under pressure, operation by connection to an electric source, or operation involving a connection to a manufactured natural, or LP gas source shall be constructed and approved in a manner acceptable to the appropriate state inspector which customarily requires the label or reexamination listing or identification marking of the appropriated safety standard organization; such as the American Society of Mechanical Engineers for pressure vessels; the Underwritter’s Laboratories and / or National Electrical Manufacturers’ Association of electrically operated assemblies; or the American Gas Association for gas operated assemblies, where such approvals of listings have been established for the type of device offered and furnished. Further, all items furnished shall meet all requirements of the Occupational Safety and Health Act (OSHS), and state and federal requirements relating to clean air, and water pollution.
  12. PATENT: The contractor shall hold and save the City of Wilson, its officers, agents and employees, harmless from liability of any kind, including costs and expenses, on account of any copyrighted material, patented or unpatented invention, articles, device or appliance manufactured or used in the performance of this contract, including used by the government.
  13. ADVERTISING: Contractor agrees not to use the existence of this contract, the name of the City of Wilson as part of any commercial advertisement.
  14. ACCESS TO PERSONS AND RECORDS: An independent auditor shall have access to persons and records as a result of all contracts or grants entered into by the City of Wilson in accordance with General Statute 147-64.7.
  15. ASSIGNMENT: No assignment of the contractor’s obligations nor the contractor’s right to receive payment hereunder shall be permitted. However, upon written request approved by the issuing purchasing authority and solely as a convenience to the contractor, the City of Wilson may:
    a. Forward the contractor’s payment check directly to any person or entity designated by the contractor, and
    b. Include any person or entity designated by contractor as a joint payee on the contractor’s payment check. In no event shall such approval and action obligate the City of Wilson to anyone other than the contractor and the contractor shall remain responsible for fulfillment of all contract obligations.
  16. INSURANCE:
    COVERAGE – During the term of the contract, the contractor at its sole cost and expense shall provide commercial insurance of such type and with such terms and limits as may be reasonably associated with the contract. As a minimum, the contractor shall provide and maintain the following coverage and limits:
    a. Worker’s Compensation – The contractor shall provide and maintain Worker’s Compensation Insurance, as required by the laws of North Carolina, as well as employer’s liability coverage with minimum limits of $150,000.00, covering all contractor’s employees who are engaged in any work under the contract. If any work is sublet, the contractor shall require the subcontractor to provide the same coverage for any of his employees engaged in any work under the contract.
    b. Commercial General Liability – General Liability Coverage on a Comprehensive Broad Form on an occurrence basis in the minimum amount of $500,000.00 Combined Single Limit. (Defense cost shall be in excess of the limit of the liability.)
    c. Automobile – Automobile Liability Insurance, to include liability coverage, covering all owned, hired, and non-owned vehicles, used in connection with the contract. The minimum combined single limit shall be $150,000.00 uninsured/under insured motorist; and $1,000.00 medical payment.

    REQUIREMENTS: Providing and maintaining adequate insurance coverage is a material obligation of the contractor and is of the essence of this contract. All such insurance shall meet all laws of the State of North Carolina. Such insurance coverage shall be obtained from companies that are authorized to provide such coverage and that are authorized by the Commissioner of Insurance to do business in North Carolina. The contractor shall at all times comply with terms of such insurance policies, and all requirements of the insurer under any such insurance policy, except as they may conflict with existing North Carolina laws or this contract. The limits of coverage under each insurance policy maintained by the contractor shall not be interpreted as limiting the contractor’s liability and obligations under the contract.

  17. CANCELLATION (TERM CONTRACTS ONLY): All contract obligations shall prevail for at least 180 days after the effective date of the contract. After that period, in addition to the provisions of the paragraph entitled Price Adjustments, for the protection of both parties, this contract may be canceled in whole or in part by either party giving 30 days prior notice in writing to the other party. Such notice of cancellation, as required herein, shall be transmitted via U.S. MAIL, Certified, and Return Requested. The 30 days notice for cancellation shall begin on the day the return receipt is signed and dated.
  18. QUANTITIES (TERM CONTRACT ONLY): The award of a term contract neither implies nor guarantees any minimum or maximum purchases thereunder.
  19. PRICE ADJUSTMENTS (TERM CONTRACT ONLY): Any price changes, downward or upward, which might be permitted during the contract period must be general, either by reason of market change or on the part of the contractor to other customers. 2
    a. Notification: Must be given to the Purchasing Department, in writing, concerning any proposed price adjustments. Such notification shall be accompanied by copy of manufacturer’s official notice or other acceptable evidence that the change is general in nature.
    b. Decreases: The City of Wilson shall receive full proportionate benefit immediately at any time during the contract period.
    c. Increased: All prices shall be firm against increase for 180 days from the effective date of the contract. After this period, a request for increase may be submitted with the City of Wilson reserving the right to reject the increase, or cancel the contract. Such action by the City of Wilson shall occur not later than 15 days after the receipt by the City of Wilson of a properly documented request for price increase. Any increase accepted shall become effective not later than 30 days after the expiration of the original 15 days reserved to evaluate the requested price increase.
    d. Invoice: It is understood and agreed that orders will be shipped at the established contract prices in effect on dates orders are placed. Invoicing at variance with this provision will subject the contract to cancellation. Applicable North Carolina sales tax shall be invoiced as a separate item.
  20. E- verify- I understand that E-Verify is the federal E-Verify program operated by
    the United States Department of Homeland Security and other federal agencies, or any successor or equivalent program used to verify the work authorization of newly hired employees pursuant to federal law in accordance with NCGS 64-25 et seq. I am aware of and in compliance with the requirements of E-Verify and Article 2 of Chapter 64 of the North Carolina General Statutes. To the best of my knowledge, any subcontractors employed by me as a part of this contract are in compliance with the requirements of E-Verify and Article 2 of Chapter 64 of the North Carolina General Statutes.
Bid Request System

Welcome to the Purchasing Division’s online Bid Request System. The purpose of this site is to provide information on the availability of current bidding opportunities from the City of Wilson.

Latest Bid Requests:

Surplus – Electronic Sale
Description: http://www.govdeals.com/eas/advSearch.cfm?suid=NC&ssid=576
Bidding Started: 1/17/06 at 10:44 AM
Bidding Ends: No Ending Date

Latest Awarded Bids:

No Awarded Bids available.

Important Notice

The Purchasing Department shall not accept any formal bid that is not on the official bid invitation form. If you intend to participate, please contact Richard Williams at 252-399-2405 or by email at rwilliams@wilsonnc.org in order to receive a copy of the bid package. All conditions/information as set forth in the residing bid document shall take precedence over any information presented herein. Bids and proposals must be received in the Purchasing Department by the date and time specified in the bid document.

To ensure that all bidder’s using the Purchasing Division’s Web Site are kept up to date on any addendums, changes, or informational notices; please send an e-mail to rwilliams@wilsonnc.org, indicating which bid was downloaded. Failure to complete this important step may render your bid as non-responsive.

Bidding Instructions:

  1. Bids shall be directed in a sealed envelope to the Purchasing Manager, City of Wilson, Operation Center, 1800 Herring Avenue, Wilson, North Carolina 27894. Bid proposals will consist of “1” unpriced proposals for technical review and “1” priced proposal for financial evaluation. The envelope shall be clearly marked “priced” and “unpriced” as applicable. The envelope should be plainly marked with the bid number, date and time of bid opening and name of bid. All bid information must be submitted in INK – no pencil information will be accepted. It shall be the responsibility of the bidder to ensure that his/her bid is received by the Purchasing Manager by the time stated herein. Late bids will not be considered.
  2. Bids must be valid for a minimum of sixty (60) days from date of bid opening.
  3. All equipment, materials or apparatus furnished under these specifications shall be new (unless otherwise specified) and free from all defects, and shall operate and function properly after delivery to the City. Each bidder shall submit with his/her proposal the manufacturer’s specifications, illustrations and descriptive literature on the equipment, materials or apparatus not yet in production or out of production for more than thirty (30) days.
  4. Do not submit alternates unless requested to do so. If alternate bids are requested, the envelope(s) must be clearly marked “primary bid” and “alternate bid”.
  5. Every part and accessory of a standard unit shall automatically be included and become a part of these minimum specifications.
  6. References to brand or trade names are normally included to more accurately describe the requirements of the City of Wilson when it is impossible or impractical to specify the required performance and design characteristics for such materials. They are used only to set forth and convey to bidders the general style, type, character, and quality of product desired. Alternate materials, items, or equipment of equal or equivalent design shall be submitted to the City Engineer or other responsible party for approval or disapproval prior to the opening of the bids.
  7. By signing the bid proposal, the Bidder proclaims that the proposal is made without any understanding, agreement or connection with any other person, firm or corporation offering a proposal for the same purpose and that his/her proposal is in all respects fair and without collusion or fraud.
  8. All bids and proposals for furnishing equipment, materials or apparatus in accordance with the specifications prescribed by the City of Wilson will continue to be on file in the office of the Purchasing Manager at the Operation Center, 1800 Herring Ave., Wilson, North Carolina and are available for inspection during regular working hours.
  9. Bond Requirements:
    1. Bid Bond
      NORTH CAROLINA STATE LAW (G.S. 143-129) REQUIRES THAT ALL BIDS BE ACCOMPANIED BY A BID DEPOSIT
      No proposal shall be considered or accepted unless at the time of its filing the same shall be accompanied by a deposit in cash, cashier’s check or certified check on same bank or trust company insured by the Federal Deposit Insurance Corporation in an amount of not less than five percent (5%) of the proposal. In lieu of making a cash deposit, bidders may file a bid bond duly executed by a cooperate surety licensed under the laws of North Carolina to execute such bonds.
      This deposit may be retained by the City of Wilson if the successful bidder fails to execute the bid obligation or fails to five satisfactory surety as required herein.
      Money orders, uncertified checks, etc., are not acceptable as bid deposits.
      Unsigned bids and bids with incorrect bid deposits cannot be considered.
      Bid deposits of unsuccessful bidders will be returned as soon as the contract is awarded.
    2. Once the contract has been awarded, the successful bidder must furnish a Performance Bond. The performance bond must be in full amount (100%) of the contract and guarantee the faithful performance of the contract in the form prescribed by the City.
      The bond shall be executed by a surety company authorized to do business in North Carolina. In lieu of the bond, cash, government securities or a certified check in the full amount of the contract (100%) may be deposited. Such deposit shall be filed within 30 days from date of awarding contract.
      It shall be the responsibility of the bidder to cover the cost of the performance bond, in his bid. The City will not pay an additional amount at a later date for the bond.
      The City Council may waive the requirement for a performance bond once bids are received. In this event, the bidder must deduct the cost of the performance bond from the original bid figure.
      The bidder should assume that a performance bond will be required unless otherwise indicated in the instructions to bidders.
    3. Laborers’ and Materialmens Bond:
      G.S. 44a-26 provides that any local government that lets a construction contract for more than $30,000 shall require the contractor to execute a payment bond in the amount of one hundred percent (100%) contract amount, conditioned the prompt payment for all labor and/or materials for which a contractor or subcontractor liable. The payment bond shall be solely for the protection of the persons furnishing materials or performing labor for which a contractor or subcontractor is liable.
  10. Award of Bid:
    1. Bids shall be awarded to the lowest responsible bidder, taking into consideration adherence to specifications, quality, performance, the time of delivery, technical support, past performance and other relevant factors.
    2. All bids of $90,000 or more for the purchase of supplies, material and apparatus and bids of $300,000 or more for construction contracts or more require City Council approval. The Council normally meets officially at 7:00 P.M., the first Thursday, and again at 7:00 P.M., on the third Thursday of the month. Bidders may attend any of the sessions.
    3. The City of Wilson reserves the right to evaluate bids, to reject any and all bids and proposals, to waive informalities and technicalities within the scope of authority, and further specifically, the City reserves the right to make the award in the best interest of the City of Wilson.
    4. It is City policy to furnish a bid tabulation to all bidders upon notification of award or upon returning bid deposits. All bidders are welcome to attend the bid openings which are normally conducted in the Purchasing Manager’s office, Operation Center, 1800 Herring Ave., Wilson, North Carolina. Bid tabulations will be available after all technical reviews have been completed.
  11. Taxes:
    Do not include sales or federal excise tax in figures. The City pays all applicable sales tax, however, and should be invoiced accordingly. When contractors submit invoices for payment involving apparatus, materials, supplies and equipment, sales tax must be shown. If the invoice covers bills from subcontractors, a report must be submitted with any invoices. The report must show the subcontractors name, invoice number, date of invoice, the cost of the materials, the amount of NC sales tax, the amount of county tax and the name of the county the contractor pays tax in.
  12. Escalation Clauses:Bids containing escalation clauses may be considered. However, there must be a maximum figure for escalation shown, or a method of computing the total cost over a specific time period provided.
  13. Prices: All prices must be quoted F.O.B. Wilson, North Carolina.
  14. Provision for the payment of the monies to fall due under this agreement has been made by appropriations duly made, or required by the Local Government Finance Act. Payment will be made according to vendor’s terms stated on invoices following receipt of goods.
  15. Altering Contracts: No such contract shall be altered except by written agreement (change order) of the contractor, the sureties on his bond and the City Council body of the City of Wilson.
  16. Non-Discrimination Clause: It is specifically agreed as part of the consideration of the signing of this contract, that the parties hereto, their agents, officials, employees, or servants will not discriminate in any manner on the basis of race, color, creed, religion, national origin, or gender with reference to the subject matter of this contract. Enforcement of this provision, as set out in said ordinances, shall be action for specific performance, injunctive relief, or other remedy as provided by law. This provision shall be binding on the successors and assign, of the parties hereto with reference to the subject matter of this contract. The City of Wilson is in compliance with Title VII of the Civil Rights Act of 1964m as amended, and section 122(A) of the State and Local Fiscal Assistance Act of 1972, and hereby issued the declaration that bid award is contingent upon bidder’s compliance with aforementioned statutes.
  17. N.C. General Statue 143-129 governs purchasing in the state. Bids are awarded according to its provisions.
  18. The General Statutes of the State of North Carolina, the Charter of the City of Wilson, and City Ordinances, insofar as they apply to purchasing and competitive bidding, are made a part hereof.
  19. All bids, except those for supplies or materials, shall be accompanied by a certificate showing possession by bidder of Workman’s Compensation for their employees.

NOTE: All bids are to be mailed back to Purchasing Dept., P.O. Box 10 , Wilson , NC 27893. Please include 2 copies of the bid. Also include bid # on envelope.

Historically Underutilized Businesses Program

Historically Underutilized Businesses (HUB) Mission:

Through the HUB Program, the City of Wilson, North Carolina pledges to:

  • Provide minorities and women equal opportunity to participate in all aspects of City contracting and purchasing programs.
  • Prohibit discrimination against a person or business in pursuit of these opportunities on the basis of race, color, sex, religion or national origin.

North Carolina State Affidavit forms (PDF)

HUB Quick Pay Policy

The City of Wilson realizes that minority contractors and suppliers require expedient payment of their work invoices in order to meet cash flow demands. The City of Wilson has in place a program to pay invoices by means of a mailed check after 12:00 noon on Friday of a normal work week (no holidays) when the following criteria have been met in advance of submission of the invoice for payment:

  1. A letter on company stationery directed to the Purchasing Manager stating that the firm is requesting quick payment of the invoice due to the fact that the firm making the request is either a HUB contractor or has a HUB as a subcontractor on the project. The letter should reference the particular project number or bid number for the contract for which the quick pay request is in effect. A letter is required for each project.
  2. Submission of an approved invoice (required approvals vary by project but may include some of all of the following: Architect/Engineer, Building Maintenance Supervisor, and departmental personnel. The various types of approval for a particular invoice should be determined by the contractor with the help of the Purchasing Manage prior to issuance of an invoice for payment. No invoice will be paid where the work has not been completed as stipulated in the contract/bid Or if the staff person responsible for the project deems the work to be substandard or unsatisfactory in his/her judgment.
  3. An executed copy of the “Contractor’s Sales Tax Report”, which may be obtained from either Accounting or Purchasing must accompany each invoice in order for the invoice to be paid.
  4. All approved invoices the “Contractor’s Sales Tax Report” attached must be submitted to Accounts Payable by 12:00 noon on Wednesday in the order for a check to be mailed out on Friday afternoon.

HUB Certification Form

All links open in a new window and are not part of the City of Wilson Web Site

Raleigh-Durham MBDC
NC Institute of Minority Economic Development
US Minority Business Center
City of Raleigh HUB Program
Small Business Technology Development Center

NC Department of Transportation
Carolina Minority Supplier Dev Council
NC Division of Purchase & Contract
NC Secretary of State
Office of Information Technology
Self-Help Credit Union
Small Business Administration


CITY OF WILSON

Minority Business Participation Outreach Plan
January, 2002

The following is the City of Wilson Minority Business Participation Outreach Plan for the purpose of complying with Senate Bill 914, adopted December 6, 2001, and effective January 1, 2002. This plan will remain in effect until statutory or procurement rules changes or policy effectiveness dictate amendment.

The purpose of this policy is to assist the City of Wilson in the reaching the goal of 5% minority business participation in all construction contracts, adopted February 1, 1990.
To encourage minority business participation in all construction contracts to which Senate Bill 914 applies, the City of Wilson will perform the following:
The City of Wilson will research the Historically Underutilized Business resources, as projects are about to be advertised or monthly whichever is longer and record all Historically Underutilized Businesses which have registered on that site. The resources to be checked are as follows:
State of North Carolina, Department of Administration, HUB website database
N.C.S.U. Database of HUB Contractors
N.C. Department of Transportation HUB site
City of Winston-Salem, HUB Directory
City of Raleigh, HUB Directory.
The City of Wilson will, on or before any publication of a notice of bid, email or mail a copy of the notice of bid to selected HUB’s, which have registered with any of the above sites, for the particular category being bid.
The City of Wilson will advertise in a local newspaper, currently the Wilson Daily Times; a regional urban newspaper, currently the News and Observer; and a newspaper serving the area which currently serves a large minority population, currently Greater Diversity, all advertisements for bid of construction contracts to which this policy applies. In addition, the City of Wilson will advertise on the Purchasing/Warehouse website, as well as the Public Access Channel on local cable. Both the website and cable site will include a notice that all bidders, especially HUB’s are invited and encouraged to submit a bid.
The City of Wilson will maintain a listing of all HUB’s who contact the City of Wilson to request that they be notified of a public bid offering. All HUB’s on such list will be furnished a copy of all advertisements for invitations for bid in the categories they have requested. The advertisement will be at least ten (10) days in advance of the bid opening. The advertisement will include a description of the work for which the bid is being solicited, the date, the time, and location where bids may be submitted and where bids will be opened, the name of the city employee or representative who is available to answer questions about the project, where bid documents may be reviewed or a copy obtained, and any other special requirements that may exist.
The City of Wilson will conduct a seminar on bidding on contracts to any and all
potential bidders, especially HUB’s as requested and as bids are contemplated.

A representative of the City of Wilson will attend all scheduled prebid conferences conducted for projects to which Senate Bill 914 applies. At the prebid conference, the representative will furnish a list of all HUB’s in the applicable bid category, of which the City of Wilson is aware. The City of Wilson will furnish, upon request, a copy of this policy.

The City of Wilson, its employees, and its consultants will take necessary measures to encourage the education, recruitment, and interaction between minority businesses, non minority businesses and the City of Wilson.
The Purchasing Manager will cause this policy to be implemented.

Richard Williams
Purchasing Manager
July 2005 (Revision)