GLOSSARY OF COMMON TERMINOLOGY

Central Receiving - that Central Warehouse work center belonging to Business Services which is responsible for the receipt and shipment of most materials entering or leaving the College.

Central Stores - that Central Warehouse work center belonging to the Business Services which stocks frequently used commodities for issue to other departments. Intended as a "quick" procurement method. Co-located with Central Receiving.

Certification Level - that value of procurement up to which the College's Procurement office may issue the solicitation and/or purchase order. Currently established at $100,000. for supplies, services, consultants and Information Technology purchases and $25,000. for construction services.

Change Order - written alteration/change in the provisions of a contract accomplished by mutual agreement of both parties.

Construction - the process of building, altering, repairing, remodeling, improving or demolishing any public structure or building or other public improvements of any kind to any public real property. It does NOT include routine maintenance, repair or operation of existing structures, buildings or real property.

Contract - all types of agreements, regardless of what they may be called, for the procurement of disposal of supplies, services or construction.

Contract Administration - the act of ensuring that all terms and conditions of a contract are complied with by all parties through successful completion of the contract or, if necessary termination.

COTR (Contracting Officer's Technical Representative) - a representative normally from the requesting department who assists the Procurement Officer in administering the contract.

Contractor - means any person having a contract with a governmental organization.

EA (Expenditure Authorization) - method and form used to make a non-purchase order payment or order material/services which are exempt from the Procurement Code.

FRS (Financial Records System) - automated procurement system in use by the College.

IDT (Interdepartmental Request) - form used for one department to request services/supplies from another department. See Purchase Request for additional usage.

IFB (Invitation for Bids) - written or published solicitation issued by an authorized Procurement Officer for bids to contract for procurement or disposal of supplies, services or construction that will normally result in award of a contract to the responsible bidder making the lowest responsive bid.

IT (Information Technology) - data processing, telecommunications and office systems technologies and services.

ITMO (Information Technology Management Office) - located in Columbia, this is the State division responsible for all IT procurement in the State.

MBE (Minority Business Enterprise) - a vendor which is at least fifty-one percent owned by one or more citizens of the US who are determined to be socially or economically disadvantaged.

MMO (Materials Management Office) - State division located in Columbia which is responsible for all procurement for State agencies. This division makes procurements which are valued greater than the certification level of the College ($100,000).

OSE (Office of State Engineer) - located in Columbia with a representative in Charleston, this office is responsible for construction procurement above the College's certification level.

Petty Cash - a reimbursement made to an individual for personal funds expended on materials or services (with some restrictions) which are authorized under the Procurement Code. Limited to $50.

POCN - see Change Order

Procurement - buying, purchasing, renting, leasing or otherwise acquiring any supplies, services or constructions.

Procurement Officer - any person duly authorized by the government to enter into and administer contracts.

Property Management - that function of maintaining College/State property inventory listings and ensuring that accountability is maintained through regular inventories.

Purchase Request/Requisition - also known as Requisition (RQ). Document used to initiate all purchase transactions. See also Interdepartmental Transfer (IDT).

QPL (Qualified Products List) - a listing of pre-qualified supplies/equipment which are known to meet the needs of the College.

RFP (Request for Proposals) - written or published solicitation issued by an authorized procurement officer for proposals to provide supplies or services which ordinarily result in an award of the contract to the responsible bidder making the proposal determined to be most advantageous to the government. Not necessarily awarded to the low bidder.

RFQ (Request for Quotations) - a written request for prices for services or supplies anticipated to be under the sealed bid dollar threshold of $25,000. Normally does not include the clauses integral to larger contracts.

Services - furnishing of labor, time or effort by a contractor.

SCBO (South Carolina Business Opportunities) – twice weekly publication which lists most Invitation for Bids and Requests for Proposals issued by State agencies.

Specifications - that which identifies what service or good the College seeks to obtain. Should identify minimum requirements.

Supplies - all personal property including but not limited to equipment, materials, printing, insurance and leases of real property.

Surplus - property which is determined to be in excess to the needs of the department and/or College.

Unauthorized Procurement - an agreement or contract entered into by an individual not authorized to make procurements on the behalf of the State agency.

Vendor - commercial organization in the business of providing goods and/or services.