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Types of Purchases
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Small Purchases: Purchases
under $25,000.00 for repetitive type items can be procured on an informal
basis addressing competition at certain dollar limits. This method includes
blanket purchase agreements.
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Blanket Purchase Agreements: A Blanket Purchase
Agreement (BPA) is a simplified method of filling repetitive needs for
small quantities of goods/services.
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The BPA establishes a "charge account" on a continuing basis and establishes
both a total amount and maximum limit per transaction. A BPA may also be
established for state contracted goods/services.
Competitive Sealed Bids:
Purchases above $25,000.00 shall be based upon formal competitive sealed
bids.
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Specifications are developed to assure adequate competition. Awards are
made to the lowest responsive and responsible bidder.
Competitive Sealed Proposals:
Purchases
that are highly technical, complex in nature and do not lend themselves
to formal competitive sealed bidding can be made by competitive sealed
proposals.
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Awards are made to the offeror whose proposal is considered to be most
advantageous to The Citadel.
Fixed Price Bidding: Fixed price bidding
is used to provide multiple sources of supply for specific goods or services
based on a pre-set maximum price which will be paid for such goods or services.
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Award is made to all responsive and responsible bidders.
Best Value Bidding: Best value bidding is
used to allow factors other than price to be considered in the determination
of award for specific goods or services based on pre-determined criteria
identified in the bid.
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Award is made taking into consideration all evaluation factors set forth
in the bid.
Confirming Purchases:
This purchase transaction is completed for those unscheduled, unplanned
events for which delay will hamper essential operations of The Citadel.
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To complete this type of transaction the purchasing office issues a purchase
order number and the order is placed with the vendor verbally, providing
the purchase order number, in advance of the issuance of the written purchase
order document.
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This type of transaction should be used only when it is an absolute necessity.
Emergency Purchases: As
defined in the South Carolina Consolidated Procurement Code, an emergency
purchase involves a condition which creates an immediate threat to
public health, welfare, critical economy and efficiency, or safety
such as may arise by reasons of floods, epidemics, riots, equipment
failures, fire loss, or such other reason as may be proclaimed by
either the President or Vice President for Finance and Business Affairs.
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The existence of such conditions must create an immediate and serious need
for supplies, services or construction that cannot be met through normal
procurement methods.
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Emergency purchases shall be limited to those supplies, services, or construction
items which are determined to be absolutely necessary to meet the emergency.
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Maximum competition commensurate with the emergency situation is required.
Sole Source Purchases:
Sole source purchases are permissible when there is only one source for
the required supply, service, or construction item.
- The determination to purchase the item must be in writing and
contain a statement as to why no other item will be acceptable
to meet the need.
The Justification for Sole Source
may be obtained by using this link.
- The Vice President for Finance and Business Affairs is the
approving authority for sole source procurements.
Consultant Services: A
consultant is an individual, partnership, corporation or any other legally
established organization performing consulting services for or providing
consulting advice, over whom The Citadel has the right of control as to
the result to be accomplished but not to the details and means by which
that result is to be accomplished.
Professional Services: These
services have been in the past variously identified as consultant, evaluator,
speaker, lecturer, performer, guest designer, guest conductor or "honorariums"
and have normally been contracted for on a fee basis with travel, lodging
and subsistence expenses also authorized, where applicable.
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Basically this type of service is rendered from a platform of unusual experience
or expertise in a particular field.
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Such expertise has usually been gained by education, training, hands-on
experience, certification, licensing, publication, public acclaim, election
or appointment.
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Often the professional is uniquely qualified to provide the requested services
in the context of background, style and/or time which is required by the
purchasing office.
Employee Services:
An individual performing services for The Citadel over whom The Citadel
has the right to control not only as to the result to be accomplished by
the work but also as to the details and means by which that work is accomplished.
Purchases From Other State
Agencies: Purchases of goods and services from other state agencies,
except those specifically exempted, may be made but must meet the same
competitive tests as purchases from outside vendors and require a
purchase order in advance.
Purchases of In-State Conference
Facilities: There are guidelines which must be followed when
selecting conference facilities for which expenditures of state funds are
involved.
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The guidelines apply to all hotel or motel facilities regardless of what
the gathering is called, e.g., meeting, seminar, conference, workshop,
retreat, etc.
Reimbursements to Individual
Citadel Faculty and Staff Members: Reimbursements
are appropriate whenever a vendor does not accept purchase orders or the
purchasing card for small purchases..
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Requests for reimbursement are considered purchases under the rules and
regulations of the South Carolina Procurement Code and must meet the same
competitive tests as purchases using purchase orders.
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Reimbursement should be the last purchasing method considered and should
only be used as a last resort.
- Reimbursement purchases of less than $200.00 may be made
and the receipts taken directly to the Treasurer's Office for
reimbursement.
Unauthorized Purchases: An
unauthorized purchase is defined as the obligation of payment for goods
and services made by any person without the requisite authority to do so
by an appointment or delegation under the provisions of the South Carolina
Consolidated Procurement Code and Citadel guidelines.
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Excluded are travel and athletic medical purchases which do not require
prior approval of the purchasing office.
- The President may ratify unauthorized purchases within The
Citadel's certified dollar expenditure level.
- All unauthorized purchases which exceed The Citadel's expenditure
certification dollar limits must be ratified by the State's
Materials Management Officer (through the President).
PROCUREMENT OFFICERS ARE EXPRESSLY PROHIBITED FROM
RATIFYING SUCH ACTS.
Revenue Generating Contracts: Revenue generating
contracts are those where there is a sales management agreement with an
outside contractor and the contractor pays The Citadel a commission or
some other consideration. These contracts are subject ot the SC Procurement
Code.
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Examples of management services covered are:
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Bookstore management
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Canteen management
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Food service management
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Vending management
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Sports marketing
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Novelty and trademark rights
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Scoreboards where pouring or other rights accompany the contract
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Cash management by banks
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