Ethical Principles for South Carolina
State Government Service
Serving the public as an employee of South Carolina state government requires an appreciation for and dedication to the basic principles of integrity, honesty, respect for others, fairness, and accountability. These principles are fundamental in providing good government and advancing the public interest and are central to and implicit in any personal, professional, or agency code of ethical conduct.
Because protecting the public trust and strengthening public confidence in government requires the highest standards of personal and professional conduct, state employees have an obligation to apply these ethical principles in their individual job duties and responsibilities.
Integrity
State employees should adhere to a personal code of conduct which supports the moral values necessary for good government and advances the purpose and mission of the State, their profession, and their agency.
Honesty
State employees should be truthful and sincere in all their interactions with the public and with each other. They should avoid even the appearance of wrongdoing and should confront and challenge unethical behavior.
Respect for Others
State employees should discharge their duties with care, compassion, and concern for the well-being of all those they serve. They should recognize the inherent worth and dignity of all persons regardless of race, color, sex, age, religion, national origin, handicapping conditions, social or economic status.
Fairness
State employees should make decisions in a fair, objective, and impartial manner.
Accountability
State employees should take responsibility for their own actions and personal decisions and protect the public trust by upholding the constitutions and laws of the United States of America and the State of South Carolina.
PETTY CASH GUIDELINES
BY USING THE PETTY CASH METHOD YOU ARE CERTIFYING THAT THE PRICE OF THE PURCHASE YOU ARE MAKING IS FAIR AND REASONABLE.
ALL PETTY CASH REIMBURSEMENT REQUEST forms must include account number, object code, description of materials and must be signed by the authorized fund administrator. Purchases not made in accordance with these guidelines will be considered unauthorized and handled accordingly. If you have any question that your purchase may not be allowable call your Procurement Officer prior to making the purchase.
WHAT'S ALLOWED:
Fair and Reasonable Small Purchases with an aggregate total of $50. or less.
- Small material and supply needs where the end-user picks up or receives and pays for the material or supply. (This is not for services or payments to individuals.)
WHAT'S NOT ALLOWED:
- Gifts, Flowers, Parties, Cards, or any other perquisites to State Employees.
- Alcoholic Beverages, Tobacco, or any other controlled substance.
- Food or Beverages for State Employees.
- Material or Supplies available on South Carolina State Term Contract. (Call Procurement Office at 5510 if you need information regarding State Contracts.)
- Supplies available from College of Charleston Central Stores.
- College of Charleston Bookstore Purchases.
- Printing or Quick Copying without in-house release from Administrative Services and/or Print Shop.
- Artificially dividing a larger purchase so as to constitute one or more Petty Cash reimbursements.
PF03a REV 11/91
EXPENDITURE AUTHORIZATION FORM AND DEPARTMENTAL PURCHASE METHOD
The following listed goods and services may be purchased by the Departmental Purchase Method without Procurement Office approval and without issuance of a Purchase Order.
List the DPM number in the upper left hand corner of the Expenditure Authorization and submit to Accounts Payable with invoice, letter or catalog price list, bill or advertisement referencing price.
DPM #1 11-35-710(8) Articles for commercial resale(Available to public for sale)
DPM #2 11-35-710(11) Published books, periodicals and technical pamphlets.
DPM #3 11-35-710(12) Postage (United States Postal Service)
DPM #4 11-35-710(13) Invoices for gas and electricity, water and sever services provided by public utilities subject to rate regulation by the Public Service Commission.
DPM #5 11-35-710(15) Copyrighted educational films, filmstrips, slides and transparencies
DPM #6 11-35-710(17) Professional dues and registration and membership fees
DPM #7 11-35-710(20) Hospital and medical clinic services.
DPM #8 11-35-710(30) Furniture refurbishing services of the Department of Corrections
DPM #9 11-35-710(37) Instructional training seminars offered by governmental bodies to state employees on a registration fee basis and those contractual consultant services necessary to provide the professional instruction for the seminars.
DPM #10 11-35-710(52) Advertisements in professional journals or publications.
DPM #11 11-35-710(53) Advertising time or space in newspapers, radio or television. (Note: Consultants obtained to handle advertising campaigns or prepare ads are not exempted.)
DPM #12 11-35-710(54) Expenses of evaluation committees required for institutions of higher learning in order to maintain accreditation (i.e., Southern Association of Colleges and Schools).
DPM #13 11-35-710(55) License agreements for computer software only after such software has been competitively bid as required by the Procurement Code. (Upgrades and maintenance for existing software, not new purchases).
DPM #14 11-35-710(35) Professional Artists utilized by the South Carolina Arts Commission.
DPM #15 11-35-710(59) Conference Facilities, on the condition that guidelines (MMO138) have been followed.
DPM #16 11-35-710(21) Medical doctors and psychiatrists.
HOW TO COMPLETE A MANUAL College of Charleston Request Form
The preferred method of purchase requisitioning is through the use of the FRS Purchasing System. Use of the manual method delays processing. The College of Charleston Request Form is a multi-purpose form available from the Accounts Payable office. These instructions are for using the form as a Request Form. As this form is used for the commitment of funds, it is numbered for auditing purposes. It is vital that all requested information be filled in. Incomplete forms will be returned without processing to the requesting department via campus mail. The expeditious ordering and receipt of goods or services can be delayed due to incomplete information.
1. DATE PREPARED: Self-explanatory
2. DATE REQUIRED: Enter the date goods or services are required. If left blank, routine action will be provided. ASAP is not an acceptable required date and will be treated as routine.
3. FROM: Fill in suggested vendor (if known), leave blank for requests that must be competitively bid or when the source is unknown.
4. TO: Department making request. Requesting individual should include their name, phone number, and building name and room number where goods (if applicable) are to be ultimately delivered.
5. REQUESTING DEPARTMENT ACCOUNT NUMBER: Required on all requisitions, include object codes. Object codes must reflect the product or service, not the budget area you wish the funds to come from. If more than one account is indicated, signatures are required approving expenditure of those funds. Only accounts with fund administrator signature will be charged.
6. QUANTITY: Number of units requested.
7. UNIT OF ISSUE: Identify the type of units, each, lot, dozen, etc.
8. DESCRIPTION: BE EXPLICIT; complete description of item. Use manufacturer's part number and/or catalog number when possible. Be as exact as possible. Give size, dimensions, color, packaging. List only one item per line. Use as many lines as necessary to explain and/or describe. Include any special instructions. Use additional forms if necessary.
9. UNIT PRICE: Include on each line that has a quantity. Give either the correct price if known, or your estimate and/or budget if unknown.
10. EXTENSION: Quantity times unit price for each item.
11. TAX: The College must pay State Sales Tax or Use Tax on all goods purchased. The rate for the College is 6 percent. Total of goods times .06 equals tax.
12. ESTIMATED TOTAL: Total of all goods, services, shipping and handling, installation and taxes.
13. APPROVED BY AUTHORIZED FUND ADMINISTRATOR: Before Procurement can process your request, the authorized fund administrator for each account being charged must sign.
The listed items are the minimum necessary. Additional paperwork, that is part of the request, should be included, i.e., specifications, bid sheets, written quotations, approvals, etc. Please staple all attachments to the form.
SPECIFICATION DEFINITIONS AND INSTRUCTIONS
The overall purpose of a specification is to provide a basis for obtaining a good or service that ill satisfy a particular need at an economical cost and to invite maximum reasonable competition. To this end, specifications may not be unduly restrictive. By definition, a specification sets limits and thereby eliminates, or potentially eliminates, items that are outside the boundaries drawn. However, a specification should be written to encourage, not discourage, competition consistent with seeking overall economy for the purpose intended. A good specification should do four things: (1) Identify minimum requirements, (2) allow for a competitive bid, (3) list reproducible test methods to be used in testing for compliance with specifications, and (4) provide for an equitable award at the lowest possible cost.
DEVELOPING SPECIFICATIONS: Although Procurement has final responsibility for the competitiveness and suitability of specifications, Procurement cannot initiate or prepare all specifications. The size of staff necessary to do this would be prohibitive. Procurement serves as the primary activity involved in developing specifications for items purchased under indefinite quantity term contracts and definite quantity scheduled purchases. The duty of Procurement to promote both product and price competition requires that specifications be as non-restrictive as practicable, consistent with satisfying legitimate needs. Procurement is responsible for final editing of specifications, and ensuring clarity of language with jargon or in-house terminology. Purchasing will assist and advise you in developing your specifications, however, Procurement does not have expertise in every sphere of College of Charleston academic programs and staff activities.
Specifications can be prepared in a number of ways. Speaking generally, one is the specification that requires something unique, to be custom made or custom built, as is characteristic of construction or personal services contracts. The other group call for ready-made, off-the-shelf commercial items regularly available in the market place, as is characteristic of equipment, materials and supplies. Within these broad groupings are more particular types, including: brand-name specifications; brand-name-or-equal specifications; design specifications; performance specifications; and the Qualified Product List (QPL).
1. BRAND-NAME SPECIFICATIONS: The brand-name specifications has the effect of limiting the bidding to a single product and is the most restrictive kind of specification. Its use will not be permitted unless only one product will meet an intended need, there are at least ten competitors that can supply the product, the department head has submitted written justification to this effect and the Director of Procurement has approved the use.
2. BRAND-NAME-OR-EQUAL SPECIFICATIONS: A brand-name-or-equal specification cites one or more brand-names, model numbers, or other designations that identify the specific products of a particular manufacturer as having the characteristics of the item desired. Any other brands or models substantially equivalent to those named are considered for award, with the Procurement Officer reserving the final right to determine equivalency. Brand-name-or-equal specifications have a legitimate but limited place in public purchasing.
a. Although there may be situations when the use of this specification is our only means of attempting to satisfy the requirement, its use should be limited and justified before solicitation. If this specification is used, tangible performance, quality or other required characteristics should be clearly defined in the bid invitation. Bidders offering an equal should be put on notice that the criteria used to define performance, quality or essential characteristics must be met to be considered responsive.
b. The best position is to list at least two brand names that will satisfy the requirements. Another alternative is the requirement that bidders offering products other than specified obtain approval for the product offered before bid opening. There must be sufficient basis to determine that these products are equal and this basis must be predicated upon sound evaluation criteria. Vendors should be provided the criteria for the purpose of qualifying the bid document.
3. QUALIFIED PRODUCT LIST (QPL): A qualified product list (QPL) is a specification based on manufacturers' names, brand names and model numbers, but it is arrived at by a systematic and formal process. A QPL is predicated on a written specification which includes certain tests or other criteria for comparing, examining and approving products before soliciting competitive bids. These criteria and the methods for establishing and maintaining a QPL varies widely for different products. Some may require that committees test the products, others may simply require that brands be tested under controlled conditions and assessments made of their performance and others may require laboratory tests.
a. Departments wishing to establish a QPL must list the products that have been tested and are considered equal, state testing methods used to establish the QPL and indicate steps to be taken by vendors to add products to the QPL.
4. DESIGN SPECIFICATIONS: Design specifications customarily employ dimensional and other physical requirements of the item being purchased. "Design" in this sense means that the specification concentrates on how the product is to be put together. It is the most traditional kind of specification, having been used historically in public contracting for buildings, highways, and other public works, and represents the kind of thinking in which architects and engineers have been trained. Its use is called for where a structure or product has to be specially made to meet the purchaser's unique need.
a. Departments using design specifications must submit complete specifications with all necessary drawings, dimensions, terms, and definitions of non-standard terms. Materials used must be described fully to include thickness, size, color, etc.
5. PERFORMANCE SPECIFICATIONS: The terms "functional" and "performance" are used interchangeably to designate an approach to specifications that is less interested in dimensions and materials and configurations and more interested in what a product does. The performance specification is less interested in how a product is made, and more interested in how it performs, how well it performs, and at what cost. Performance purchasing is results orientated in terms of function and cost. In contrast to the design approach, performance specifications afford the manufacturer or bidder sizable latitude in how to accomplish the end purpose. Performance requirements describe the characteristics and capabilities that are pertinent to the intended use of the article.
a. Departments using performance specifications must explain in detail the results required, testing methods, and characteristics that the goods or service must perform.
BLANKET PURCHASE AGREEMENTS (BPA) are "charge accounts" issued for a specific period of time and used to purchase small quantities of miscellaneous recurring goods/services. Call limits for any call(s) per day will be $1.500.00. BPA's will normally be issued to three vendors (if available) with similar goods/services. Calls for the goods/services will be rotated between vendors to spread business.
REQUIRED INFORMATION FOR A BPA
To be submitted by requisition (electronically or on COLLEGE OF CHARLESTON REQUEST form).
1. SOURCE: Requested vendor, if anticipated needs will exceed $1,500 per year, provide three potential sources.
2. DESCRIPTION OF GOODS/SERVICES: general description
3. PERIOD: dates agreement is to be in effect, must terminate at end of fiscal year.
4. TOTAL DOLLAR VALUE: your anticipated dollar amount to be encumbered for the period of the agreement. Additional money may be added.
5. AUTHORIZED CALLER(S): Full name(s) of the person(s) authorized to purchase under this agreement. Please note that the pick up of the material can be delegated, but only authorized persons may issue call numbers.
BPA COMPLIANCE
A. BPA's will be audited for compliance with guidelines.
B. The total dollar value of a BPA may not be exceeded. If invoices are received which exceed the departments encumbered funds for that BPA, it will be treated as an unauthorized purchase. The dollar value of a BPA may be increased by submission of a change order or memo at which time the Call Log/Invoices will be reviewed.
BLANKET PURCHASE ORDERS: (BPO) are pre-competed by soliciting quotations or bids and are generally for specific goods/services needs that will exceed $500 annually. BPO calls are not limited to $500., however different levels of competition are required for different dollar amounts. BPO's are limited to the dollar ceiling competed.
REQUIRED INFORMATION FOR A BPO
To be submitted by requisition (electronically or on COLLEGE OF CHARLESTON REQUEST form).
1. DESCRIPTION OF GOODS/SERVICES: clear and accurate specifications are required for competition. If you are requesting a BPO to a State or College term contract vendor - give contract number if known.
2. PERIOD: dates agreement is to be in effect, ordinarily terminating at end of fiscal year or at expiration of per-established contract period.
3. TOTAL DOLLAR VALUE: funds you are encumbering for the purchase of the described goods/services and a good estimate of the annual usage ($).
4. AUTHORIZED CALLER(S): full name of the person(s) authorized to purchase under this agreement. Please note that the pick up of the material can be delegated.
5. SOURCE: suggested vendor, provide a minimum of three potential sources for required goods/services or name of State or College term contract vendor if known.
BPO COMPLIANCE
A. BPO's will be audited when requests to increase are received.
B. The total dollar ceiling of a BPO may not be exceeded. Requests for increases up to the ceiling will be honored. If all calls are in compliance with contract terms and dollar ceiling has not been exceeded, the BPO will be increased.
STATE TERM CONTRACTS
are available at http://www.state.sc.us/mmo/mmo
JUSTIFICATION FOR
(Due 24 hours after verbal approval)
Based upon the following determination, the proposed procurement action described below is being procured pursuant to the authority of Section 11-35-1570 of the South Carolina Procurement Code and 19-445.2110 of the Rules and Regulations, 1976 South Carolina Code of Laws.
This governmental body proposes to procure (1)___________________________________________________________
___________________________________________________________________________________________________
___________________________________________________________________________________________________
as a emergency procurement from(2)_____________________________________________________________________
__________________________________________________________________________________________________
______________________________________________________________________for $_______________________
The basis for this emergency determination and the reason no other vendor is suitable is:(3)_____________________________________________________________________________________________
__________________________________________________________________________________________________
__________________________________________________________________________________________________
__________________________________________________________________________________________________
______________________________ College of Charleston
DATE
Procurement Review
________________________________ _______________________________________
Anne D. Brownyard, CPPO, C.P.M. Gary M. McCombs
Sr. VP Business Affairs
NOTES: (1) Enter description of goods or services to be procured.
(2) Enter name of sole source contractor.
(3) Enter the determination and basis for sole source
procurement.
Contact $50,000 or greater, Drug Free Workplace Act (Section 44-107-10, et Seq. Code of Laws of SC) applies:
Yes ____ No ____
Signed Drug Free Workplace Certification form attached: Yes ___ No ____
COMMODITY CODE___________
JUSTIFICATION FOR AN EMERGENCY PURCHASE OVER $2,500
[1] Describe the DANGEROUS and/or wasteful (emergency) situation requiring outside goods/services to correct.
[2] Describe the SUDDEN happening and timing thereof, which caused this situation.
[3] Why was the College unable to CONTROL or LESSEN or PLAN for action that would have prevented this "sudden" happening?
[4] What is the MINIMUM goods/services and time schedule required to correct the situation?
[5] Describe efforts to get COMPETITION for required goods/services. (attach bids)
[6] Explain, completely, the basis for selection of OTHER THAN LOW BIDDER. (if applicable).
PF05a 2/91
JUSTIFICATION FOR
Based upon the following determination, the proposed procurement action described below is being procured pursuant to the authority of Section 11-35-1560 of the South Carolina Procurement Code and 19-445.2105 of the Rules and Regulations, 1976 South Carolina Code of Laws.
This governmental body proposes to procure (1)
as a sole source procurement from(2)
The basis for this sole source determination and the reason no other vendor is suitable is:(3)
______________________________ College of Charleston
DATE
Procurement Review
______________________________ _________________________________
Anne D. Brownyard, CPPO, C.P.M. Gary M. McCombs Sr. VP Business Affairs
NOTES: (1) Enter description of goods or services to be procured.
(2) Enter name of sole source contractor.
(3) Enter the determination and basis for sole source
procurement.
Contact $50,000 or greater, Drug Free Workplace Act (Section 44-107-10, et Seq. Code of Laws of SC) applies:
Yes ____ No ____
Signed Drug Free Workplace Certification form attached: Yes ___ No ____
MMO #102 11/07/97 COMMODITY CODE
REV 06/04/98 - CofC
JUSTIFICATION FOR
CONTRACTS BETWEEN STATE AGENCIES
In accordance with 11-35-710 of the South Carolina Consolidated Procurement Code and Budget and Control Board action of November 5, 1984:
A. proposes to contract with
(1) (2)
for the following goods or services:
B.
(3)
C. The determination of "Cost Justification" for this contract:
(4)
D. Estimated Cost
Savings: $_______________________________
(5)
E. I certify that this is not a Sole Source contract.
F. NOTE : This contract is subject to the Drug Free Workplace Act if the stated or estimated value is fifty thousand dollars ($50,000) or more.
VALUE OF CONTRACT AGENCY NAME AND ADDRESS
TERM OF CONTRACT AUTHORIZED SIGNATURE
APPROVED MMO TITLE
DATE APPROVED DATE
NOTES: (1) Requesting Agency.
(2) Contractor Agency.
(3) List items giving full description and unit price (or) a full description of the services to be performed and price.
(4) This determination must relate to cost - a breakdown of elements; how cost was determined; the price is fair and reasonable.
(5) Estimated Total Potential Cost Savings.
DISTRIBUTION: Two (2) copies to the Materials Management Office. One (1) approved form will be returned. Use reverse side for continuation or use attachments. A copy of the contract agreement must be attached for review.
JUSTIFICATION FOR CONFERENCE SITE SELECTION
Agency Name_______________________ Conference Planner____________________________
Street Address______________________ Name of Conference ___________________________
City/State/Zip_______________________ Name of Conference ___________________________
Conference Frequency________________________
SITE SELECTION:
Hotel/Motel Name ___________________________________
Street Address _____________________________________
City/State/Zip ______________________________________
BASIS FOR SELECTION: _______________________________________________________
____________________________________________________________________________
____________________________________________________________________________
____________________________________________________________________________
____________________________________________________________________________
OTHER HOTELS/MOTELS CONTACTED (attach a separate sheet if necessary):
(1) Name___________________________ (3) Name__________________________________
Street Address_______________________ Street Address______________________________
City/State/Zip________________________ City/State/Zip_______________________________
(2) Name___________________________ (4) Name__________________________________
Street Address_______________________ Street Address______________________________
City/State/Zip________________________ City/State/Zip_______________________________
LAST TWO HOTELS/MOTELS WHERE THIS CONFERENCE WAS HELD:
(1) Name___________________________ (2) Name___________________________________
Street Address_______________________Street Address_______________________________
City/State/Zip________________________ City/State/Zip________________________________
Conference Date_____________________ Conference Date_____________________________
Conference Planner's Signature________________________________ Date_________________
MMO No 138
CONFERENCE SITUATIONS
1. Conferences held on The College campus.
a. Attended by State employees.
b. No fee charged for conference.
NOTE: Conference Procedures DO NOT APPLY.
2. Conference held on The College campus.
a. Same as 1. above except a fee is charged.
NOTE: Conference Procedures DO NOT APPLY.
3. Conferences sponsored/hosted by The College.
a. Held off campus at a hotel/motel or other conference site.
b. Registration fee is charged to pay for conference facilities.
c. State employees attending.
d. The College can pay registration fee for its attendees with State funds.
NOTE: Conference Procedures DO NOT APPLY.
4. Conference sponsored/hosted by The College.
a. Held off campus at hotel/motel or other conference site.
b. The College can pay for conference facilities from State funds.
NOTE: Conference Procedures DO APPLY.
5. Conference sponsored/hosted by The College.
a. Same as #3 except The College contributes X dollars to offset cost of facilities.
NOTE: Conference Procedures DO APPLY.
6. Conference sponsored/hosted by The College for a national organization.
a. National Organization
1. The College is conference host.
2. Facilities paid from registration fee.
3. The College pays registration fee of its members.
NOTE: Conference Procedures DO NOT APPLY.
7. Conference hosted by another organization or institution (in-state/out-of-state) held in Charleston. Due to The College's location conference facilities planning accomplished by The College.
a. The College pays a registration fee only.
NOTE: Conference Procedures DO NOT APPLY.
GUIDELINES FOR ADMINISTRATION OF A CONTRACT
1. All contracts issued by the College's Procurement Office will be administered locally either by the Procurement Officer who processes the award or by a designated Contract Administrator within the Procurement Office.
2. The Contract Administrator's responsibility includes the authority to amend (add, delete or modify) the terms and conditions of the contract. The Contract Administrator also has the authority to extend and terminate (both for convenience and cause) contracts issued by the College. All authoritative correspondence shall be initiated under the Contract Administrator's signature. The Contract Administrator may also be required to assist in conducting financial reviews and audits during the course of the contract. Finally, the Contract Administrator will ensure the file is properly closed out upon completion of the contract.
3. To assist the Contract Administrator in ensuring performance under service contract is within the terms and conditions set forth, a Contracting Officer's Technical Representative (COTR) will be designated. This individual will normally be assigned from within the requesting department and be knowledgeable of the services being procured. It shall be the responsibility of the COTR to monitor progress on contracts and advise both the vendor and the Contract Administrator of potential non-compliances. Notification to the vendor is NOT construed to mean "negotiation". All negotiation shall be the responsibility of the Contract Administrator. Further, the COTR may be required to identify payment "milestones" identified in the contract.
4. Verbal reporting is acceptable to ensure timely correction of problems, however, all such communication should be followed up by written record for the file. In some cases, a written progress report may be required during the life of the contract. Progress reports should be brief, factual and informal and include as a minimum:
- identification of the project status relative to events and activities described in the bid/proposal
- deviations from specifications/costs resulting from anticipated changes
- summary of work performed during reporting period
- problems/non-compliances noted and recommendations for solution
5. COTRs should maintain sufficient informal records (of assigned contracts) to provide the Contract Administrator with a recap of the effectiveness and efficiency of contractor's performance over the period of the contract. This information may provide the basis for an informed decision on the best means and source of obtaining the contracted service in the future.
6. In their role as "technical" representative, the COTR may be called upon to advise the Contract Administrator of any technical matter pertaining to the contract. It is anticipated that a combination of contracting expertise of the Contract Administrator and the technical expertise of the COTR will provide effective administration of service contracts.
7. Most service contracts which are either high cost, long term or complex require a pre-performance, post award conference. It is during this conference that the Procurement Officer, COTR and vendor meet to ensure all terms and conditions of the contract are understood. When requesting a bid for service, any requesting department may stipulate that a pre-performance conference is desired. The Procurement Officer may also request , based on his/her knowledge of the complexity of the contract, that a pre-performance contract be scheduled.
Current copies available from Procurement Office
INTRODUCTION
The purpose of this pamphlet is to help you better understand how to do business with the College of Charleston.
CAMPUS VISITATION
It is recommended that an appointment be made by telephone with Procurement Officers to permit uninterrupted discussions. As parking space is at a premium, the use of public parking facilities is recommended. Direct discussion between vendor representatives and potential users in the various departments is acceptable on such subject matter as specified requirements, technical information, instructional information, requests for literature, etc., unless instructed otherwise in a solicitation notice. All contacts or correspondence, pertaining to negotiations affecting purchase or prospective purchases which involve prices, terms, conditions, and delivery, shall be with the Procurement Office.
PURCHASING POLICY AND PROCEDURES
The College of Charleston is a state agency governed by state law. Procurement and materials management are centralized under the Director of Procurement. Policies and procedures are in accordance with the South Carolina Consolidated Procurement Code which governs the expenditure of all funds regardless of the source, unless specifically exempted.
GENERAL INFORMATION
All purchases must be authorized by the Procurement Office. Normally shipments should not be made without receipt of the College purchase order and definitely not until a purchase order number has been provided.
All products for evaluation must have a valid College of Charleston purchase order assigned prior to delivery to the College complex for tracking purposes.
PROCUREMENT METHODS
Small Purchases:
Orders for less than $1,500 may be made without securing competition, if prices are considered fair and reasonable. Authority rests with the Procurement Officer.
Purchases for more than $1,500:
Purchases for more than $1,500 require competition. The College normally uses four types of procurement methods: telephone quotations, written price quotations and competitive sealed bids and competitive sealed proposals. Orders for less than $5,000 require at least three verbal or written quotations. These quotations may be obtained by telephone. Orders between $5,000 and $10,000 require at least three written quotations. The quotations may be ontained by FAX. Purchases from $10,000 to $25,000 are advertised in the “South Carolina Business Opportunities” publication. Orders between $25,000 and $100,000 are purchased by competitive sealed bid or competitive sealed proposals and are advertised in the “South Carolina Business Opportunities,” a twice weekly publication, which is available by subscription or in all public libraries. Additionally, all such bids are posted in the Procurement Office. If you are the lowest responsive, responsible bidder, you will be notified by purchase order or statement of award.
INVOICING
All invoices must reference purchase order numbers and be submitted to the College of Charleston, Accounts Payable Department, 66 George Street, Charleston, South Carolina 29424.
SHIPPING INSTRUCTIONS
All shipments must be shipped F.O.B. destination unless otherwise directed on the purchase order. All shipments must be directed to the location shown on the purchase order. Most material orders are to be shipped to Central Receiving, 34 Woolfe Street, Charleston, SC 29403. Shipments must reference a valid purchase order number.
FORMAL BIDDING CONDITIONS AND INSTRUCTIONS
Each bidder should carefully examine solicitation documents, including any addenda. Careful attention should be paid to requirements for bonds, insurance, catalog cuts, samples, references, etc. Should the bidder identify any discrepancies or ambiguities, notify the Procurement Office at once.
No oral or telephone interpretations of specifications shall be binding upon the College. All requests for interpretations or clarifications shall be made to the Procurement Office at least five (5) business days prior to the date set for the bid opening. All changes or interpretations of the specifications shall be made by written addendum. No allowance will be made for oversight or misunderstanding, by the bidder, after bids are received.
Preparation of Bids:
The bid form must be either typewritten or hand-written in ink to show prices and notations. No erasures will be permitted. Errors must be crossed out and initialed by the person signing the bid. Signatures on bids must be by a principal, duly authorized to bind contracts.
Submission of Bids:
The solicitation must be returned in an envelope, clearly marked, with the solicitation number. Bidders are responsible for the actual delivery of bids during business hours. No bids will be accepted after the stated date and time. Bidders are cautioned to allow enough time for mail delivery, as College mail is processed through a central mail room. Sealed bids may not be FAXed directly to the College but may be sent to a third party who then places it in a sealed envelope clearly marked with the solicitation number.
Failure to Respond:
Failure to respond to bids without advising the College of Charleston Procurement Office will result in the removal of your name from our bidder's list. If not submitting a bid, respond by returning the first page of the Bid Invitation, completing applicable blocks, no later than the scheduled bid opening.
Affirmative Action:
The successful bidder 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 or discrimination by reason of race, color, religion, sex, national origin, or physical handicap.
Bid Opening:
Bid openings are public on the date and at the time specified. Bids are opened and read aloud. Bid files may be examined during normal working hours after award and upon receipt of request. No bid may be altered, amended, or withdrawn after the scheduled bid opening. Negligence on the part of bidders in preparing bids confers no right for the withdrawal of bid after opening.
By submitting any solicitation, the bidder certifies under penalty of perjury that the bidder has not acted in collusion with any other bidder or potential bidder.
MINORITY BUSINESS ENTERPRISES
The College fully supports the efforts of the Governor and the State Legislature to assist minority-owned businesses to develop as part of the state's policies and programs which are designed to promote balanced economic and community growth. Therefore, the College wishes to ensure that those businesses owned and operated by minorities in the State of South Carolina are afforded the opportunity to participate fully in the overall procurement process.
UNAUTHORIZED PURCHASES
Any purchases that have not been authorized by the Procurement Office will not be accepted or considered binding upon the College and may be returned to the vendor at vendor cost or may be considered a donation to the College of Charleston.
TAXES
The College is required to pay South Carolina sales taxes.
GRATUITIES/ETHICS
Employees of the College of Charleston are prohibited from accepting gifts, meals, trips, rebates, or any promise of future reward or compensation or any other article and/or object of value from a vendor, although the intent of such a gesture may be honorable or a customary practice of the vendor. It is suggested that these gratuities be directed in cost saving to our solicitations, for benefit to the entire College.
The College has adopted the National Institute of Governmental Purchasing Code of Ethics.
RESERVATION OF RIGHTS
The College of Charleston reserves the right to make modifications to the contents of this guide without prior notice to the vendor. If a disparity occurs between this guide and the bid documents or purchase order, the bid document and/or purchase order will govern. The information stated in this guide shall not be construed as an interpretation of College policy and procedures or interpretation of State statutes.
ADDITIONAL INFORMATION
Any question regarding the contents of this pamphlet or any other question regarding doing business with the College should be addressed to the Director or Assistant Director of Procurement, telephone (803)953-5510
PROCUREMENT STAFF
Director of Procurement:
Anne D. Brownyard, CPPO, C.P.M. 953-5510
Assistant Director of Procurement:
Physical Plant, Residence Life, and Auxiliary Services:
Charles W. Short 953-5510
Procurement Officers:
Academic Departments and Athletics:
Wendy E. Williams, CPPB 953-5510
Computer Departments, Printing and Information Technology:
Richard M. Bennett, CPPB 953-5510
Central Stores, Furniture and Office Supplies:
Larry E. Allen, CPPB 953-5510
Student Organizations, Intercultural Departments and Local Pickup:
Saundra L. Williams 953-5510
Administrative Departments, Software and Library
Cynthia A. Washington, CPPB 953-5510
Data Processing Specialist
Teresa A. Armstrong 953-5510
Procurement FAX 953-5444
Supply Manager:
Daniel E. Leclair 727-6430
Central Warehouse FAX 727-6435
Property/Inventory/Surplus:
David Hartkemeyer 727-6430
COLLEGE OF CHARLESTON
REPORT OF MISSING COLLEGE PROPERTY
(TAGGED ITEMS OVER $1.500)
I. College policy requires complete documentation of all details when College owned property is missing. The following information is submitted for review and evaluation.
A. Property description including cost, College Tag Number and location from which property is missing:
_______________________________________________________________________________
_______________________________________________________________________________
B. Complete circumstances surrounding are: (Attach a copy of the Police/Public Safety Report)
_______________________________________________________________________________
_______________________________________________________________________________
C. Efforts to locate the missing item have included:
_______________________________________________________________________________
_______________________________________________________________________________
D. Measures instituted (or recommended) to prevent further loss of College property:
_______________________________________________________________________________
_______________________________________________________________________________
II. Based on the above information, it is requested that my departmental inventory records be updated to reflect loss of this item.
____________________________________________________________________________________
ACCOUNT NUMBER/ DEPARTMENT CHAIR/HEAD SIGNATURE/DATE
____________________________________________________________________________________
DEAN'S APPROVAL /DATE
____________________________________________________________________________________
SENIOR VICE PRESIDENT'S APPROVAL/ DATE
____________________________________________________________________________________
PRESIDENT'S APPROVAL /DATE
PLEASE FORWARD APPROVED ORIGINAL TO PROCUREMENT FOR RECORDS UPDATE
Bidding procedures for procurements above $25,000 vary based on the specific procurement. Consult with the Procurement Office to select the appropriate procedure for your needs.
COMPETITIVE SEALED BID PROCEDURES
South Carolina Consolidated Procurement Code Section 11-35-1520 is governing law.
Receipt and Safeguarding of Bids: All bids (including modifications) received prior to the time of opening are kept secure and, with the exception of unidentified bids, unopened in a locked file in the Procurement Office. If an Invitation for Bid is canceled, bids are returned to the bidders unopened. When bid samples are submitted, they are handled with sufficient care to prevent disclosure of characteristics before bid opening.
Unidentified Bids: Unidentified bids are opened solely for the purpose of identification, and then only by a Procurement Officer or a designee of the officer. When a sealed bid is opened by mistake, the person who opens the bid immediately writes his/her signature and position on the envelope and delivers it to a Procurement Officer. The Procurement Officer writes an explanation of the opening, the date and time opened, the Invitation for Bid number, and his/her signature, and then shall immediately reseals the envelope.
Bid Opening Procedures: The Procurement Officer or his/her designee decides when the time set for bid opening has arrived, and declares to those present. He/she shall then personally and publicly opens all bids received prior to that time and reads them aloud to those persons present and records the bids. The amount of each bid and such other relevant information, together with the name of each bidder is tabulated. The tabulation is open to public inspection at the bid opening.
Postponement of Bid Opening: An amendment postponing bid openings may be issued by the Procurement Officer or designee as follows: Causes beyond control of bidders (e.g., flood, fire, accident, weather conditions); or when emergency or unanticipated events interrupt normal operations of the College.
Disclosure of Bid Information: Only the information disclosed by the Procurement Officer or his/her designee at bid opening is considered to be public information under the Freedom of Information Act, Chapter 3 of Title 30, until the award is made.
Bid Acceptance and Evaluation: When necessary for the best interest of the College of Charleston and the State, bid criteria to determine acceptability may include inspection, testing, quality, workmanship, delivery and suitability for a particular purpose. Those criteria that will affect the bid price and be considered in evaluation for award shall be measurable costs to include, but not be limited to discounts, transportation costs, total or life cycle costs.
Rejection of Bids: As a general rule after opening, an invitation for bids should not be canceled and re-advertised due solely to increased requirements for the item being procured; award should be made on the initial invitation for bids and the additional quantity required should be treated as a new procurement. Unless there is a compelling reason to reject one or more bids, award is made to the lowest responsive and responsible bidder. Any bid which fails to conform to the essential requirements of the invitation for bids, rejected as non-responsive.
Alternate Bids: Any bid which does not conform to the specifications contained or referenced in the bid invitation may be rejected unless the invitation authorized the submission of alternate bids and the supplies offered as alternates meet the requirements specified in the invitation.
Non-responsive Bids: Any bid which fails to conform to the delivery schedule, or permissible alternates thereto stated in the invitation for bids may be rejected as non-responsive.
Tie Bids: In the event two or more bidders are tied in price while otherwise meeting all of the required conditions, awards are determined as follows: (1) Should there be a South Carolina firm tied with an out-of-state firm, the award shall be made automatically to the South Carolina firm;
(2) Tie bids involving South Carolina produced or manufactured products, when known, and items produced or manufactured out of the State must be resolved in favor of the South Carolina commodity, (3) Tie bids involving South Carolina firms in the same taxing jurisdiction as the College of Charleston must be resolved by the flip of a coin in the office of the Director of Procurement or designee and witnessed by all interested parties. In all other situations where bids are tied, the award will be made by the purchasing agency to the tied bidder offering the quickest delivery time, or if the tied bidders have offered the same delivery time, the tie shall be resolved by the flip of a coin in the office of the chief procurement officer or the head of a purchasing agency or either officer’s designee witnessed by all interested parties.
Unsigned Bids: Unsigned bids are rejected unless a representative of the company who has the authority to sign is present at the bid opening and if discovery is made prior to the reading of any bids for that procurement, the representative may be allowed to sign the bid. If a vendor signs one or all of the preferences but fails to sign the face of the bid document and the affidavits reference the specific solicitation number, the signature shows the intent to be bound to the bid as well as the preference and can be accepted by the State.
Correction Creates Low Bid: To maintain the integrity of the competitive sealed bidding system, a bidder is not permitted to correct a bid mistake after bid opening that would cause such bidder to have the low bid unless the mistake in the judgment of the Procurement Officer is clearly evident from examining the bid document; for example, extension of unit prices or errors in addition.
Award: The contract shall be awarded to the lowest responsive and responsible bidder whose bid meets the requirements and criteria set forth in the invitation for bids.
Protests Against Award: Any actual or prospective bidder, offerer, contractor or subcontractor who is aggrieved in connection with the solicitation or award of a contract may protest to the appropriate Chief Procurement Officer. The protest, setting forth the grievance, shall be submitting in writing within ten (10) days after such aggrieved persons know or should have known of the facts giving rise thereto, but in no circumstance after thirty days of notification of award of contract. The appropriate Chief Procurement Officer, the head of the purchasing agency or designees thereof shall have authority, prior to the commencement of an administrative review, as provided in this article, to settle and resolve a protest of an aggrieved bidder, offerer, contractor or subcontractor, actual or prospective, concerning the solicitation or award of a contract. This authority shall be utilized in a manner consistent with regulations or laws governing the procurement of supplies, services and construction for the State. If the protest is not resolved by mutual agreement, the appropriate Chief Procurement Officer shall promptly issue a decision in writing within ten (10) days. The decision shall state the reasons for the actions taken. A copy of the decision shall be mailed or furnished immediately to the protestant and any other party intervening. A decision shall be final and conclusive, unless fraudulent, or unless any person adversely affected by the decision requests a review, in writing, setting forth the grievance, to the Procurement Review Panel, within ten (10) days of the decision. The protestant may also request an interview with the panel. The request for a review shall not stay the contract unless fraudulent. In the event a protestant contends that it should have been awarded the contract under a solicitation but is not, then the party may apply to the Review Panel, as provided for in Section 11-35-4410, for relief. Upon receipt of this application the Review Panel may order the computation and award of a reasonable reimbursement amount including reimbursement of bid preparation costs, and may order such other and further relief as justice dictates, including but not limited to a re-award of the contract or a re-bid of the contract. The decision of the review panel is final administrative review and the decision of the review panel can be appealed to the Circuit Court under the provisions of the South Carolina Administrative Procedures Act.
New Bidding Procedures authorized in 1997.
Competitive Best Value Bidding
(d) Maximum facilitation of data exchange and systems integration;
(e) Warranties, guarantees, and return policy;
(f) Vendor financial stability;
(g) Consistency of the proposed solution with the State’s planing documents and announced strategic program direction; (h) Quality and effectiveness of business solution and approach;
(i) Industry and program experience;
(j) Prior record of vendor performance;
(k) Vendor expertise with engagement of similar scope and complexity;
(l) Extent and quality of the proposed participation and acceptance by all user groups;
(m) Proven development methodologies and tools; and
(n) Innovative use of current technologies and quality results.