PURCHASING GUIDE [BROCHURE]

CONTENTS PAGE

Primary Procurement Services 3

Customer Services 3-4

Legal Authority 4

Limits on Purchases 5

Purchasing Card Program 6

Obtaining Goods and Services 6-7

Necessary Approvals 7

Following Up on Orders 8

Received Material 8

Shipping Something Out 8-9

Dealing with Sales Representatives 9-10

Your Role in the Purchasing Process 10

College Plant Property 10-11

Who Does the Buying? 11

Code of Ethics 12

Directory Back Cover (Inside)

PRIMARY PROCUREMENT SERVICES:

1. Buy supplies, equipment and services.

2. Operate Central Stores to provide maintenance, and janitorial supplies for your convenience. It is mandatory to use this facility when such items are needed.

3. Expedite the delivery of material.

4. Receive, deliver, and ship material.

5. Maintain inventory control of all equipment costing over $1,500.

6. Control the disposal of all surplus and obsolete property and equipment.

7. Ensure that South Carolina law is followed in all Procurement and Supply matters.

WHAT CUSTOMER SERVICES ARE OFFERED?

- Purchasing Orientations for New Personnel.

Call 953-5510 to schedule a new employee briefing.

- Purchasing Consultations.

We consult with and assist you concerning your procurement needs, problems, or time schedules.

- Visitations.

To discuss how we can better serve you, please schedule a visitation with a Procurement Officer, the Supply Manager, or the Procurement Manager. Can't come to see us? We'll come to you. We are always available at a mutually convenient time to assist in your planning.

- Purchasing Planning.

We can advise on the timing of purchases and help you develop a purchasing calendar. Some items require long lead times (8 to 12 weeks) for manufacture and delivery, therefore the earliest Procurement involvement is crucial to receiving goods on time.

- Procurement and Supply Services Manual.

A detailed user's guide to College procurement and supply policies and procedures (including samples and blank forms) was distributed to departments 3/93 , revised in 7/97 and is being updated with changes in the Procurement Code. An on-line version is also available at http://cofc.edu/~procure.

Call Us When In Doubt- We will assist and guide you through the purchasing process.

THE PROCUREMENT AND SUPPLY DEPARTMENT PROCURES OR PURCHASES ALL SUPPLIES, SERVICES AND EQUIPMENT REGARDLESS OF THE SOURCE OF FUNDS.

WHAT DON'T WE DO?

We do not purchase:

- College Bookstore resale merchandise

- Copyrighted Library materials (print and non-print)

- Travel (Under Travel Authorization)

- Personnel Services (not contractual employee services)

- Permanent Improvement Projects (through State Engineer's Office)

- Contracts with Architectural and Engineering firms

- Real Property Leases through State Real Property Management

WHAT CAN YOU DO WITHOUT US?

- You may purchase specific items exempted by law and process for payment to a vendor on an Accounting "Expenditure Authorization” (EA); examples are: postage, published books, periodicals and technical pamphlets, public utilities, copyrighted educational films, filmstrips, slides and transparencies, advertising time or space in newspapers, radio or television. (Before utilizing this method, review the Procurement and Supply Manual, Appendix 4, Department Purchase Methods).

- You may make purchases of goods and services up to $2,500 utilizing the State Purchasing Card.

WHO HAS LEGAL AUTHORITY TO PURCHASE?

State Code and the President of the College of Charleston vest procurement authority in the Director of Procurement and her staff.

Purchases made by other individuals are unauthorized and will not be approved retroactively. Individuals may be held personally liable for the purchase. This is true regardless of the source of funds.

HOW DOES THE PURCHASING PROCESS WORK?

Your Department initiates a requisition(IDT) . When received in Procurement, it is checked for accuracy. Incomplete or erroneous orders are returned for correction. A Procurement Officer then determines the method of purchase and takes action. As a final step, a purchase order is assigned and mailed/faxed to the vendor. A copy is sent to the funding department indicating action taken.

WHAT ARE THE STATE LIMITS ON PURCHASES?

The following limits apply to all purchases not otherwise exempted regardless of the funding source. Note dollar limits at which competition is required.

Purchases $2,500 or less

No competition is required provided the purchase is fair and reasonable.

Procurement approval is required in advance of the purchase, with exception of Purchasing Card purchases or exempt items.

Purchases more than $2,500

Competition is required by law.

$2,500.01 - $10,000	At least three written quotations
$10,000.01 - $50,000	Advertised solicitation of written quotations or proposals
$50,000.01 - $200,000	Advertised solicitation of written bids or proposals
over $200,000	Advertised sealed bids or proposals by State Procurement

Award is made to the lowest responsible responsive bidder or in the case of a proposal to the highest ranking offeror.

HOW CAN YOU OBTAIN GOODS AND SERVICES?

The following methods will allow you to obtain nearly all goods and services required in advance of your needs. These methods preclude any need for "after-the-fact" documentation by you and ensure you will not be held personally liable.

1. COLLEGE SURPLUS. Check with Surplus Property (727-6430) to see if the items you need are available in Surplus. Available surplus property can be viewed upon request by appointment.

2. CENTRAL STORES. Complete an IDT (Intra Departmental Transfer) using stock numbers in Central Stores Catalog. Your order is normally delivered in 48 hours or if you need the material sooner you can pick up your order from Central Stores. Want an item stocked? Let the Supply Manager know.

3. PURCHASING CARD PROGRAM: The purchasing card program is designed to provide department/activity heads with greater flexibility and improved response time when procuring small quantities of supplies for their respective faculty and staff personnel. Therefore, the proper use of the purchasing card program will facilitate decreased paperwork and turnaround time for small supply orders under $2,500.

4. CUSTOMER PICK-UP. If you want to pick up the material locally and do not have a purchasing card, "walk" the order through to Procurement. Once approved and prepared, you can take the vendor copy of the purchase order with you to the vendor's place of business.

5. ROUTINE ORDERS. Submit a requisition, to Procurement and an order for less than $2,500 will be mailed to the vendor in 1 or 2 working days. If the requisition totals $2500.01 -$10,000, written quotes are obtained and the order is released in a few days. From $10,000.01-$50,000, request for quotations or proposals must be advertised and written quotations obtained and generally an order is placed in 2-3 weeks after request. From $50,000.01- $200,000, request for bids or proposals must be advertised and written bids or proposals obtained and generally an order is placed in 30-45 days. State bids for over $200,000 take 45-60 days and longer to bid and award. This is the standard and normal purchase method.

6. CONFIRMING ORDERS. For emergency purchases, repairs, or other situations where it is not practical to prepare an order in advance, Procurement can place a telephone order for you. Please note that failure to plan ahead is seldom justification for an emergency or confirming order.

7. SOLE SOURCE PURCHASES. When an item is available from only one known source and exceeds $2,500 an order may be placed without competitive bids, if written justification is provided and sent with the requisition. There is a special form available from Procurement for this purpose. Before an order can be released Procurement must verify that the purchase is sole source and have it approved.

8. BLANKET ORDERS. This allows you to charge and pick up small items from local vendors that do not take the Purchasing Card. Orders are limited to fiscal year duration. Contact your Procurement Officer for additional information.

9. CONTRACTS. You can purchase many repetitive or commonly used items from State and College blanket contracts. The advantage is convenience for you and the knowledge that your requisition does not require the time to be bid. Carpet, film, toner cartridges, furniture, laboratory chemicals and supplies, computers, and copiers are just a few of the items available on contract.

10.COPYING/PRINTING. The College maintains a central copy center in Administrative Services that can accommodate most small and large quantity copy needs. For printing we have a cooperative agreement with the Citadel Print Shop and MUSC Print Shop. Contact Administrative Services (953-5524), Citadel Print Shop (953-5081) or MUSC Print Shop (792-2591 for your copying and printing needs. Printing needs outside of the capability of these areas should be referred to Procurement for purchase.

WHO APPROVES YOUR PURCHASING NEEDS?

Your department chairman or the Senior Vice President over your area generally has the authority to approve your purchase requests. In accordance with state regulations and college policy, some items require additional approvals both at College and state level.

Examples of items requiring additional approvals:

What

Who

Sole Source Purchases

Emergency Purchases

Sr Vice President

Business Affairs

Via – Director of Procurement

Information Technology

Purchases over $50,000

Sr Vice President/CIO

Information Technology

Trade-In Purchases

with an original acquisition cost of over $5,000.

Materials Management

Office

Via- Director of Procurement

WHO WILL FOLLOW UP ON YOUR PURCHASE ORDERS?

1. Once purchase orders have been mailed to the vendor, a copy is sent to your department. The department may check the status of an order with the vendor, however it is best to let your Procurement Officer do this for you. You may make no changes to the order unless they are coordinated with Procurement. To request a change to an existing order forward to Procurement an amended Requisition explaining what changes are requested. A written change order will be issued to the vendor.

2. Your Procurement Officer expedites all overdue orders. The vendor is contacted and asked to confirm delivery dates. If there is a problem you are advised.

3. Should you contact your Procurement Officer to check on a purchase, please give the vendor name, purchase order number, and the due date.

WHAT HAPPENS TO MATERIAL ONCE IT IS RECEIVED?

1. Material is normally received at Central Receiving. In some circumstances material is scheduled to be delivered directly to the department.

2. Normally, all goods and equipment are then delivered to the ordering department destination shown on the purchase order within 24 hours.

3. Departments are required to inspect goods and equipment upon receipt and notify Central Receiving immediately if there is a problem.

4. Personal packages should not be directed to Central Receiving. Neither security nor delivery can be provided for personal shipments with State supported resources.

Note: C.O.D. deliveries will be refused. Material that arrives at Central Receiving without a valid College of Charleston purchase order number is also refused.

WHAT IF YOU NEED TO SHIP SOMETHING OUT?

1. Central Receiving will ship out packages as well as equipment for repair. It is your responsibility to properly identify the material and to arrange to get the material to Receiving. Warehouse personnel will pick up and assist you in packaging if necessary. Please prepare an IDT (Intra Departmental Transfer) form to cover shipping charges.

2. United States Postal Service Overnight express shipments of packages (under 70 lbs) and letters are available through the College Mailroom (953-2089). It is your responsibility to get the letter or package to the Mailroom with an IDT (Intra Departmental Transfer) for shipping charges. Mailing labels and envelopes are available at the mailroom.

3. College Bookstore provides UPS and FEDEX shipping. It is your responsibility to get the letter of package to the Bookstore with an IDT for shipping charges. Labels and FEDEX envelops are available at the Bookstore.

HOW SHOULD YOU DEAL WITH SALES REPRESENTATIVES?

Vendors are a valuable source of information. You are encouraged to seek information from sales representatives about their products and services.

SUGGESTIONS FOR DEALING WITH VENDORS

1. When researching a need, whenever possible, contact more than one vendor. The more alternatives and options you consider, the more likely your final choice will be the most advantageous to the College.

2. Provide the same information to all vendors. State law requires that every vendor be given an equal opportunity to compete for your business.

3. When comparing vendor products, look at the total cost of ownership - start up, operating, maintenance, useful life, etc.

4. Remember, no gratuities! State law prohibits you from accepting direct or indirect gifts or payments or any other object of value from vendors even though the intent of the gesture may be honorable or a customary practice of the vendor.

5. Ask for product demonstrations. Most vendors will be happy to comply. However, if you want a sample for evaluation you must request and obtain a purchase order number from Procurement prior to delivery of the sample to the College.

6. Utilize the skills of the vendors to develop your specifications. Remember that specifications should be based upon performance. What do you want the item or service to do? What is the desired end result?

7. Use only by consent the original ideas and designs devised by one vendor for competitive purchasing purposes.

8. If the sales representative asks you to sign a contract, order, or letter of intent, refuse to do so. Refer the representative to Procurement. Since all contractual terms and conditions must be reviewed by the Procurement Division, you are protecting yourself and the College.

9. Once you decide on the product or service, start the purchasing process. Give Procurement as much time as possible to ensure the most economical buy.

10. The Procurement Office has a printed VENDOR GUIDE to help vendors better understand how to do business with the College. Ask us if you would like copies to give vendors.

WHAT ROLE DO YOU PLAY IN THE PURCHASING PROCESS?

You are very important, because you are our customer. Procurement exists to serve you. However, we both exist in an environment governed by extensive regulations. Here's how we can work together to get you what you want:

1. TAKE NO PURCHASE ACTION (commitment for the College to accept and pay for supplies, services or equipment) without a purchase method determination by Procurement.

2. PLAN AHEAD. Industry lead times vary by commodity. Last minute purchases and rush orders cost more. Make your equipment purchases by December if possible. Each year we publish a deadline schedule for fiscal year purchases. Watch for this schedule and be sure to meet the deadlines. Please keep Procurement advised of your future needs so we can assist you in locating vendors and developing a purchasing schedule that will meet your needs.

3. THINK GENERIC. PERFORMANCE AND NEED rather than brand should be your basis for equipment specifications. Specify brands only when proprietary. (Facial quality folded tissue- not Kleenex.)

4. WORK WITHIN THE SYSTEM. Your needs can be met when we work with each other, not against each other. Remember that we are here to serve you, but we need your help and cooperation to do so.

5. FOLLOW THE GUIDELINES. There are state laws and regulations that govern how we purchase. As State employees, we must all comply with the South Carolina Consolidated Procurement Code.

6. RELAY YOUR NEEDS if you have questions or concerns. We are here to serve and assist you.

HOW IS COLLEGE EQUIPMENT CONTROLLED?

1. All equipment purchased by the College with a unit cost of $2,500 or more is affixed with a decal or other marking as College property and is listed on the College's Plant Property Inventory.

2. You are responsible for safeguarding any College Plant Property in your possession or for which you are administratively responsible. Inventory copies are provided prior to and after each inventory.

3. A Plant Property Inventory is taken and reconciled twice annually. You are asked to cooperate during this inventory.

4. For inventory purposes equipment moves of tagged College property should be reported to the Property Inventory Specialist (727-6430).

5. Trade-in of used for new equipment is permitted with prior approval when it is in the College's best interest. Trade-ins with an original acquisition cost of over $5,000 must be approved by the State.

6. To dispose of surplus or obsolete equipment contact the Property Inventory Specialist at 727-6430. Do not dispose of College property yourself.

WHO DOES THE BUYING FOR YOU?

Procurement Officers function as buyers for you and are organized on a departmental and commodity basis. Call 953-5510 and give your department and need. You will be directed to the proper Procurement Officer.

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 condition, 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.

PURCHASING PROCESS

STATE GOVERNMENT SERVICE

Integrity

Honesty

Respect for Others

Fairness

Directory

Office 953-5510