Body
Introduction
Purpose
This policy is to clarify the different types of services and the procurement policy for each.
Scope of Applicability
All University Faculty and Staff involved in requisitioning of services.
Policy
Policy Statement
There are three categories of contractual services as they apply to University purchasing rules and procedures: general services, consultant services, and personal services.
General services such as janitorial services or maintenance agreements are subject to obtaining competitive quotations or bids as outlined in Finance Policy 1231 - University of North Carolina at Chapel Hill Policy on Solicitation of Quotations, Bids, and Proposals. These services are purchased by submitting a requisition to Purchasing Services.
Consultant services are defined as work or tasks performed either by individuals (who are considered Independent Contractors) or by companies possessing specialized knowledge, experience, expertise, and professional qualifications to investigate assigned problems or projects and to provide counsel, review, analysis, or advice in formulating or implementing improvements in programs or services. This includes but is not limited to the organizing, planning, directing, controlling, evaluating, and operating of a program, agency, or department. Consultant services are procured through Purchasing Services, are normally acquired under competitive purchasing procedures, and must be approved by the Governor or designee before a Request for Proposal is issued or approval for a sole source contract is sought. The designee at the University is the Vice Chancellor for Finance and Operations.
Personal services are provided on a temporary or occasional basis by a professional individual using their professional skills to perform a professional task. Examples include services provided by a doctor, dentist, attorney, architect, professional engineer, scientist, performer of the fine arts or similar professions, referee for athletic events, workshop or conference speaker and programmer. Individuals who perform personal services are considered Independent Contractors. Prior approval must be obtained from Disbursement Services before engaging an Independent Contractor (see Finance Policy 708 - University of North Carolina at Chapel Hill Policy on Independent Contractor).
Exceptions
- Consultant services for instructional services, curriculum development, or academically-oriented research are exempt from the normal rules for purchasing consultant services.
- Architectural and engineering services, or other similar services related to building construction, maintenance, and repair, are arranged through Facilities Services (Planning and Design).
- Services such as installation that are incidental to the purchase of supplies, materials, or equipment are acquired under the same requisition used for the equipment or supplies.
- Services provided directly by an agency of the State, Federal, or local government, or their employees when performing service as part of their normal governmental function, are purchased through Purchasing Services; however, competition is not required for such services.
Additional Information
Frequently Asked Questions
Q: Are contractual services contracts required to be approved by the department?
A: Yes, to ensure the department has reviewed and agreed to the terms of the contract.
Q: Are there any required disclosures or information that must be included in the service contract?
A: Yes, the University terms and conditions for goods and services, statement of work or time and materials, and any pertinent information that can affect the outcome of the contract.
Q: What is the difference between an Independent Contractor and a consultant when acquiring a service?
A: An Independent Contractor is an individual who is personally providing a service such as a lecture or music performance. A consultant may be an individual providing a service but the service is acquired through a company, a contract is signed by the company and the University, and payment is made to the company rather than the individual.
Related Requirements
External Regulations and Consequences
Contractual Services references:
University Policies, Standards, and Procedures
Contact Information
Policy Contact
Subject |
Contact |
Telephone |
Fax |
E-Mail |
Goods and Services |
Purchasing Services |
919-962-3774 |
919-962-0636 |
purchasing_team@unc.edu |
History
Revised:
- October 1, 2014: Revised naming of requisition.
- July 26, 2010