1216.1 - University of North Carolina at Chapel Hill Procedure on Filing Complaints about Vendors

Introduction

Purpose

The University enacts this procedure to promote departmental expediency in resolving vendor-related issues. Maintaining positive, productive relationships with reliable vendors is advantageous to the University.

Scope of Applicability

All of UNC-Chapel Hill.

Procedure

If numerous attempts have been made to resolve an issue with a vendor's product or service and those efforts have been documented but remain unsuccessful, file a Complaint to Vendor form from the state's Division of Purchase & Contract.

Forms and Instructions

  1. Complete the form below, and include or attach the following:
    • Any documentation to support the contention that the vendor is not complying with the terms, conditions, or specifications for the particular product or service.
    • Names, dates, and results (or lack of results) of efforts to obtain resolution of the problem(s).
  2. Send the form to Purchasing Services (purchasing_team@unc.edu).
  3. Purchasing Services will forward the complaint to the vendor, send a copy to the State Division of Purchase & Contract, and keep a copy for the Purchasing file.
  4. If the vendor does not respond appropriately, the State Division of Purchase & Contract will attempt to resolve the problem through procedures available under North Carolina state law. In most cases, the State can intervene to negotiate a settlement. When the circumstances warrant, a particular vendor may be barred from future business with the State. In the case of a vendor who has a state term contract, the State may revoke or otherwise amend that contract accordingly.

Exceptions

None.

Related Requirements

External Regulations and Consequences

  • North Carolina Department of Administration Division of Purchase & Contract

University Policies, Standards, and Procedures

Contact Information

Primary Contact
Subject Contact Telephone Fax E-Mail
Sub-standard Produce or Performance of Work Purchasing Services - Goods 919-962-3774 919-962-0636 purchasing_team@unc.edu

History

Revised:

  • May 6, 2010
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