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General
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Purpose: These procedures
are a summary guide for college departments. They outline procedures for processing
requirements through the purchasing office. The Citadel has adopted policies
consistent with the South Carolina Procurement Code to effect purchases by the
college. The procurement of goods and services necessary for the operation of
the college is the responsibility of Procurement Services. Procurement Services
shall conduct the purchasing function in such a manner as to effect the greatest
benefit for the college in accordance with South Carolina laws and ethical practices
of the procurement profession. Within the framework of the college and through
its policies and objectives, Procurement Services, in carrying out its responsibilities,
will make no commitments that are inconsistent thereto. Procurement Services
shall maintain a high standard of public relations within the college, as well
as with college suppliers and the public. These procedures were prepared for
the purpose of rendering the best possible service to all concerned within our
college. Through these procedures, we have attempted to relate policies and
objectives necessary to procure goods and services for your department as expediently
as possible and at the best price attainable. We welcome your comments or suggestions
which may offer improvements and which may be incorporated in a future revision
of these procedures.
- Instructions on processing supply management activity are contained in
the Supply Management
procedures.
Organization:The purchasing
office is divided into two functional areas. The Physical Plant and Athletic Procurement
Officer is responsible for the purchases of the departments reporting to the Vice
President for Vice Presidenet for Facilities and Engineering and Athletics Director.
The Administrative, Academic and Organicational Procurement Officer is responsible
for the purchases of the departments reporting to the President, Commandant, Vice
Presidnet for Communications, Vice President of Finance and Business Affairs and
Vice President for Inastitutional Advancement. The points of contact are as follows:
| Name |
Position |
Telephone |
| John Walker |
Director of Procurement |
(843) 953-6861 |
| Richard Edmondson |
Procurement Officer,
Physical Plant/Operations
|
(843) 953-5109 |
| Renee Harrison |
Procurement Officer,
Administrative/Academic
|
(843) 953-6873 |
Procurement Code:
The South Carolina Procurement Code governs the expenditure of all funds
regardless of source unless specifically exempted.
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The purchasing office will adhere to and abide by the procurement code
and its implementing regulations.
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Copies of the code and regulations are maintained in the office of each
procurement officer.
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Where a procurement involves the expenditure of federal grant or contract
funds, The Citadel is required to comply with the federal law and authorized
regulations which are applicable even if not presently reflected in the
South Carolina Procurement Code.
Certification: The Office
of General Services of the Budget and Control Board has certified The Citadel
to make direct purchases of up to $250,000 for goods and services, consultant
services and and up to $100,000 for information technology and construction projects.
Contracts: A properly
executed purchase order constitutes a contract which is binding on the
college and the supplier.
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The Vice President for Finance and Business Affairs, Director of Procurement
Services, and designated procurement officers are the only persons authorized
to bind The Citadel except as delegated under the purchasing card program.
Correspondence with Vendors:
It
is college practice that all contacts or correspondence pertaining to negotiations
affecting purchases or prospective purchases which involve prices, terms,
conditions, and delivery shall be carried on by the purchasing office.
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Further, all correspondence pertaining to a purchase order which has been
placed and which involves prices, terms, conditions, delivery, quantity,
substitution, complaint, or anything whatsoever involving the commitment,
shall be conducted by the purchasing office.
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Direct correspondence by faculty and staff is accepted practice on all
other subject matter, such as availability of specified requirements, technical
information, instructional information, or requests for literature, etc.
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Faculty and staff personnel should refrain from any correspondence which
may be interpreted as committing The Citadel to a binding contract.
Coordination: All
departments are encouraged to coordinate with the respective procurement
officer responsible for their functional area in advance of purchase requisition
submission, especially for complex or high-value procurement actions.
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