PURCHASING AND CONTRACTS
HOW TO DO BUSINESS WITH US
Town of Wilkesboro encourages and solicits your business. It is our desire to make contracting with the Town a rewarding experience for all parties involved.
We eagerly await your participation in our endeavor to supply the Town with the "best possible products and services at the best possible prices". The Town Department Heads procure their own purchases and maintains a bidder's list of supplies and services procured by his/her departments.
TERMS & CONDITIONS
The vendor forms must be completed and return to Accounts Payable prior to ordering, shipping and performing services.
All invoices should be invoiced and remitted to the “Town of Wilkesboro, Attn: Accounts Payable, PO Box 1056, Wilkesboro, NC 28697.” Please do not send original invoices with deliveries. We accept invoices via mail, fax, or email and the person to contact is Mia Brown, Tel: 336-838-3951 X 239, Fax: 336-838-7616 or email.
We request that your company to establish a SINGLE account for the Town as a whole, i.e., no individual accounts by town department or division. The department information should be in the SHIP TO section. If no Ship to section on invoice(s), indicate which department or employee’s first and last name in the body of the invoice. Please see our Department Contact Form.
All invoices should contain company name, address, telephone and fax numbers, and all items itemized. If not, the invoice will not be processed for payment. Your company will be responsible for contacting us regarding payment.
We will gladly accept handwritten invoices as long as all invoices are legible, dated and contain a company heading. If invoices are illegible, we will ask your company to provide a legible copy before the payment can be processed.
The Town of Wilkesboro uses a Purchase Orders numbers (PO #) for ALL payments. Please make sure the PO # is printed clearly on all invoices, packing lists, packages, statements, shipping notices and any other written correspondence. We are not responsible for any goods delivered without a PO #. If an invoice is received without a PO #, your invoice will not be processed until a PO # is obtained by the seller. The seller shall contact the employee placing order or Department Head for a PO # before mailing invoice. See Department Contact Form.
The vendor must provide separate invoices for each PO #. One invoice cannot be split between two purchase orders. Invoices will be returned for revising if it contains more than one PO #.
Partial deliveries must be indicated on the invoice and which items are back-ordered from total order.
The Town of Wilkesboro requests that all deliveries be shipped FOB Destination/Prepaid and freight added to the invoice. Please do not invoice freight separately from goods or services.
The Town of Wilkesboro pays North Carolina sales and use taxes and is located in Wilkes County. These taxes, when applicable, should be included on your invoice on a separate line from others goods and services. All NC sales tax should be charge to the county where delivery takes place.
The Town of Wilkesboro’s payment terms are NET 30 DAYS from the date of Invoice. Payment for goods or services cannot be made from statements or packing lists.
If purchasing contracts are necessary, please contact the appropriate Department Director or Superintendent for these contract negotiations. Please note that the Town Manager has the final approval on all contracts. Please see reverse side for department contact information.
The State of NC has registered bidder lists with several state agencies below. The Town of Wilkesboro uses Vendors from these lists. Please consider registering with as many of these lists as possible to help expand your business to other regions of the state.
Effective July 1, 2009, the State of NC passed G.S. 143-128.4 and 143.48.4, that requires all Historically Underutilized Businesses (HUB)/MWBE to register through the NC HUB Office for HUB/MWBE Certification in order to be considered a HUB/MWBE locally. The State's goal is 10% of all bids should be a HUB/MWBE firms that is registered with the State HUB Office. These firms must be 51% owned, operated and controlled and the HUB/MWBE Categories include the following:
- Minority (Black, Hispanic, Asian American, American Indian)
- Female Owned
- Disabled Owner (Owner with a Disability)
- Disadvantaged (Socially and Economically)
FORMAL BIDDING RANGE REQUIREMENTS:
New 2014 Legislative update: E-Verify Contracting Prohibition Changes for Cities and Counties
Section 13 of H369 scales back the E-Verify contracting prohibition for cities and counties. Effective October 1, 2014, the E-Verify contracting prohibition will apply ONLY to purchase and construction or repair contracts in the formal bidding range, as is the case for all other units of local government (the legislation does not affect other units of local government). Cities and counties will no longer need to verify the E-Verify compliance of contractors and their subcontractors on contracts other than those for purchases or construction and repair in the formal bidding ranges. The change applies to all contracts entered into on or after October 1, 2014.
For more information on federal E-Verify laws, click here.
For list of E-verify FAQs from the UNC School of Government, click here.
IRAN DIVESTMENT ACT OF 2015 - Effective 02-26-2016
- The North Carolina Retirement Systems or the Department of State Treasurer from investing funds with individuals or companies engaging in certain defined investment activities in Iran.
- State agencies, local government units, and other political subdivisions of the State from contracting with individuals or companies on the Department of State Treasurer’s Final Divestment List.