Frequently Asked Questions - Vendor

electronic Vendor Portal (eVP)

What is the electronic Vendor Portal?

What are the benefits of the electronic Vendor Portal?

How do I complete my electronic Vendor Portal account?

Who do I contact for assistance with or questions on my registration?

What do the different registration types mean?

Do I still need to register my business for IPS and HUB in a separate location?

Are there any fees associated with the electronic Vendor Portal?

Where can I find additional resources regarding the electronic Vendor Portal?

NC E-Procurement

What is NC E-Procurement?

Why is NC E-Procurement beneficial to the State of North Carolina?

What entities participate in NC E-Procurement?

What benefits will the vendor see from NC E-Procurement?

Are there any fees associated with NC E-Procurement?

What is the purpose of the 1.75% fee?

Who sponsored the NC E-Procurement Project?

IPS

What is the Interactive Purchasing System (IPS)?

What are the benefits to registering for IPS?

Does my business still need to complete a separate registration for IPS?

Who do I contact for questions regarding IPS?

HUB

What is the definition of a HUB vendor?

What are the advantages of becoming certified as a HUB Vendor?

How do I apply for HUB Certification?

Do I need to register for IPS if I am only interested in being HUB Certified?

What are the key functions of the HUB Office?

What technical assistance does the HUB Office offer?

What grants or other financial assistance does the HUB Office offer?

Is a HUB firm assured of getting a contract?

Who do I contact for questions regarding HUB?

eQuote

How does eQuote work?

What are the benefits of equote?

What are the equote product categories?

Is there a fee associated with participating in eQuote?

How will I know when my company receives an eQuote?

How should I respond to an eQuote if I am not interested?

Who should I contact if I have a question regarding the request for quotation?

How long do I have to respond to an eQuote?

Where will I receive my eQuotes?

 

What is the electronic Vendor Portal?

The electronic Vendor Portal (eVP) is an online application used by vendors who are registering to do business with the State of North Carolina.

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What are the benefits of the electronic Vendor Portal?

The consolidation of NC E-Procurement and the Interactive Purchasing System (IPS) reduces the need for the vendor to maintain information in multiple applicatios. Any updates made to the eVP will be sent to the appropriate statewide systems.

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How do I complete my electronic Vendor Portal account?

electronic Vendor Portal Training Materials are available here.

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Who do I call for assistance with or questions on my registration?

If you have any questions during the registration process, please contact the NC electronic Vendor Portal Help Desk at 888-211-7440, option 2, or vendor@nc.gov.

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What do the different registration types mean?

The different registration types allow a vendor to register for different services.

The services are:
  • NC E-Procurement @ Your Service - Vendors can register to receive purchase orders from State Entities, Local Education Authorities (K-12 Schools Systems), Community Colleges, and participating Local Governments.
  • Interactive Purchasing System (IPS) - Vendors can register to receive e-mail notifications of procurement and construction opportunities based on designated commodity/construction codes.
  • HUB Certification - Vendors must request certification through the electronic Vendor Portal if they wish to be certified as a Historically Underutilized Business

 

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Do I still need to register my business for IPS and HUB in a separate location?

No, a vendor does not need to register for IPS and HUB in a separate location. By selecting the IPS registration type, a vendor will be prompted to fill out all required information to receive bid notifications and display in the searchable IPS directory.

By selecting the HUB registration type, a vendor will begin the HUB certification process.

 

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Are there any fees associated with the electronic Vendor Portal?

There is no fee to register for eVP; however, there is a 1.75% transaction fee on all applicable purchase orders through NC E-Procurement for the sale of goods.

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Where can I find additional resources regarding the electronic Vendor Portal

electronic Vendor Portal Training Materials can be found here.

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What is NC E-Procurement?

NC E-Procurement is a single, enterprise-wide, web-based E-Procurement system that offers electronic purchase order processing and enhanced administrative functions to buyers and suppliers, resulting in operational efficiencies, cost savings, and strategic procurement information.

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Why is NC E-Procurement beneficial to the State of North Carolina?

NC E-Procurement provides an innovative, cost-saving, and efficient method of purchasing. NC E-Procurement allows over 200 government entities to aggregate their purchases to obtain better prices from suppliers. Electronic state term contract catalogs reduce the time to create a requisition by automatically pre-populating required information, including price. Additionally, NC E-Procurement allows greater visibility into statewide procurement information, allowing the State to negotiate better term contract savings.

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What entities participate in NC E-Procurement?

State agencies, K-12 schools, community colleges, and local governments, including counties and municipalities, are able to participate. This provides great opportunities for leveraged purchasing and will enable small entities to obtain savings.

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What benefits will the vendor see from NC E-Procurement?

NC E-Procurement provides vendors with increased access to markets without additional supplier marketing efforts, a single point of access for a statewide audience of public sector buyers, including state agencies, public schools, institutions and hospitals, local governments, community colleges and more, a faster and more efficient method for quoting (eQuote), and increased order accuracy through receipt of electronic orders with a consistent purchase order format. Overall, NC E-Procurement can help vendors realize processing, marketing, and administrative cost savings.

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Are there any fees associated with NC E-Procurement?

There is a transaction fee of 1.75% on purchase orders issued through NC E-Procurement for goods only. This fee is applied once the supplier receives payment from a buying entity on an order issued. There is no registration fee or annual fee to participate.

Please see Billing FAQs for more information.

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What is the purpose of the 1.75% fee?

The transaction fee supports the development and ongoing operations of NC E-Procurement. These operations are comprised of development and execution of training required for both buyers and suppliers, and the ongoing maintenance and services needed to sustain NC E-Procurement.

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Who sponsored the NC E-Procurement Project?

In a collaborative effort, North Carolina's Department of Administration, the Office of the State Controller, and the Department of Information Technology sponsored the implementation of the NC E-Procurement purchasing system.

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What is the Interactive Purchasing System (IPS)?

North Carolina procurements are advertised online through the Interactive Purchasing System (IPS), which provides free email notifications of bidding opportunities to registered Vendors. IPS advertises solicitations from all state agencies, community colleges, universities, public schools and some local governments.

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What are the benefits to registering for IPS?

  • Receive free, next day email notifications of procurement opportunities based on selected commodities
  • Market your company to state agencies, universities, community colleges and public schools seeking a wide range of products and services
  • Obtain Historically Underutilized Business (HUB) certification
  • Register and enter information online about your company that can be updated anytime (e.g., staff changes, products, etc)
  • View tabulation and award information
  • Search for open solicitations
  • View solicitations 24/7 via Internet

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Does my business still need to complete a separate registration for IPS?

No, a vendor does not need to register for IPS in a separate location. By selecting the IPS registration type, a vendor will be prompted to fill out all required information to receive bid notifications and display in the searchable IPS directory.

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Who do I contact for questions regarding IPS?

For IPS specific questions please contact:

919-807-4500
doa.pchelpdesk@doa.nc.gov

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What is the definition of a HUB Vendor?

Fifty-one percent of the business is owned by, and the day-to-day management and daily business operations are controlled by, one of the following:

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What are the advantages of becoming certified as a HUB Vendor?

Certification as a HUB vendor provides greater exposure for business opportunities in state procurement and contracting. The names of HUB firms are listed in the Vendor Link and electronic Vendor Portal which are both widely used by state agencies, universities, community colleges, local schools, local governments and institutions and the public to locate historically underutilized businesses for goods, services and construction.

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How do I apply for HUB certification?

To request HUB certification, you must complete a three part process:
1) Elect to start the HUB certification process in the electronic Vendor Portal, fill out all required information, and accept the IPS and HUB Terms of Use.
2) Submit completed Statewide Uniform Certification (SWUC) application or SWUC Re-certification application
3) Submit Required Certification / Re-certification documents.
Upon receipt of the required documentation in the HUB office, the office has 45-90 days to render a decision. An email notification will be sent if additional information is needed and when the decision has been rendered. Please go to the HUB Office website to view the SWUC application and additional list of required documents.

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Do I need to register for IPS if I am only interested in being HUB certified?

Yes, in order to become HUB certified, you must register for IPS; however, you may select to not receive electronic notifications of bids.

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What are the key functions of the HUB Office?

As a result of Executive Order #150 and General Statutes 143-48 & 143-128.2(g)(1)(2)(3) , the Historically Underutilized Business Program was established to encourage increased participation in the State's procurement process. Effective April 20, 1999, the program was moved from the Division of Purchase and Contract to the Office of the Secretary of N.C. Department of Administration to increase the awareness and visibility of the program.

The primary objectives of the HUB Office are to:
  • Increase the amount of goods and services acquired by the state from businesses owned and controlled by HUB firms.
  • Encourage the purchasing officers within the state agencies, departments and universities to identify and utilize prospective HUB designated vendors and service providers.
  • Educate vendors on "how to" do business with the state.
  • Encourage participation of qualified HUB designated vendors by directing them to agencies that can benefit from their product or service.
  • Maintain a database of designated HUB vendors for use by state purchasers, general contractors and other purchasing entities seeking qualified vendors.
  • Sponsor seminars and conduct training workshops that assist HUB vendors become an active participant in state contracting opportunities.

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What technical assistance does the HUB Office offer?

  • Assistance with online vendor registration and HUB Certification
  • Assistance with updating vendor profile
  • Bid searching techniques
  • Marketing strategies
  • One-on-one consultation
  • Business development needs assessment
  • Business resource and financial assistance referrals

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What grants or other financial assistance does the HUB office offer?

The HUB Office does not offer grants or financial services to HUB firms. However, we have collaborative partnerships with several business resource organizations that have financial programs that we refer HUB firms for assistance. The Small Business Administration is a good resource for financial assistance and/or grants.

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Is a HUB Firm assured of getting a contract?

No. HUB certification does not guarantee that you will receive a contract with the State of North Carolina nor any public entity. However, HUB certification does provide greater exposure for your firm to the business community. It is important to develop a marketing plan and market your business to the agencies who buy what you sell.

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Who do I call with questions regarding HUB?

For HUB specific questions and to send in your required documents please contact:

Office for Historically Underutilized Businesses
1336 Mail Service Center
Raleigh, North Carolina 27699-1336

http://ncadmin.nc.gov/businesses/hub

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How does eQuote work?

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What are the benefits of eQuote?

  • Participating in eQuote allows your company to expand its government and education business and leverage the benefits of eCommerce without making investments in technology.
  • eQuote provides your company with electronic requests for quote from qualified buyers who are researching products and ready to buy. With eQuote, your company is given the opportunity to be in front of active buyers at the point of purchase.
  • Notifications of eQuotes from qualified buyers will be delivered directly to your inbox, leading to additional sales with public sector organizations and lowering your process costs by enabling you to electronically respond to these requests.
  • Once an eQuote response is complete and submitted by your company, it is immediately available to the buying organization for review.
  • Participating in eQuote offers you an easy way to solidify business with your current customers as they too move to eProcurement to reduce business process costs.

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What are the eQuote product categories?

There are currently 15 primary eQuote categories including:

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Is there a fee associated with participating in eQuote?

Responding to eQuotes is free of charge. For this reason, vendors are encouraged to respond with pricing whenever possible - you may submit the winning quote, and the buyer will convert your response into a purchase order. Your company is charged a transaction fee only when a sale is made. Transaction fees are invoiced monthly based on purchase order activity during the prior month. You will receive an invoice for North Carolina purchases.

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How will I know when my company received an eQuote?

The assigned eQuote users in your organization will receive an email notification as soon as a buyer submits an eQuote. Each eQuote user's profile contains the email address they will monitor for these notifications.

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How should I respond to an eQuote if I am not interested?

If you are unable to respond to an eQuote, simply submit the eQuote response form by clicking the "Decline" button and the buyer will be notified. Buyers are always appreciative of a response, even if it's simply to decline. Historically, buyers will continue to submit eQuotes to those suppliers who take the time to respond, with or without pricing.

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Who should I contact if I have a question regarding the request for quotation?

Each eQuote request includes the name, email address, and the contact phone number of the eQuote initiator. You can use either method to contact the buyer and clarify any questions that might arise, before you complete your response.

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How long do I have to respond to an eQuote?

All eQuotes will include a response due date. The buyer defines the date during the eQuote creation. The date is included in the email notification, so you can prioritize your work and log in to respond in time to be included in the buyer's considerations when they award a purchase order.

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Where will I receive my eQuotes?

You will be notified that you have an eQuote via email. Email notifications will be delivered to the email inbox that is specified during the self-registration process. This email will have a link in it that takes you directly to your account login page on the North Carolina E-Procurement Service, where you can log into your secure account to view and respond to the eQuote.

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