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Procedures
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Processing Purchasing Activity:
The
Citadel uses the Systems and Computer Technology Purchasing System to process
purchasing activity.
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The purchasing system allows one to create, store, and manipulate purchase
requisitions.
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Each purchase requisition is composed of a header which provides information
that's relevant to the entire order, one or more detail lines specifying
the goods or services needed, a trailer showing totals for the order, and
approval by the authorized account representative.
Procurement Planning:
The vast majority of purchases requires that departments properly plan
their purchasing actions.
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Purchase requisitions are forwarded to the purchasing office the day after
they are approved.
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Departments must allow for solicitation of competition and purchase order
processing time when establishing requirements.
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Additionally, requirements established for check enclosures must be created
in a timely manner and must take into consideration the purchase order
processing time and the check write dates established by the financial
services office.
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We cannot over emphasize the need for departments to plan their needs well
in advance.
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The time required to issue an order and obtain the goods or services, after
receipt of the purchase requisition, varies greatly.
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The time required by the Purchasing Office to process a purchase requisition
is additive to the time it takes the purchase requisition to process through
the approval cycles in your department.
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Workload within the Purchasing Office is only one factor in the equation.
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The procurement officers have to comply with many requirements which occasionally
cause delays in the process.
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It is the responsibility of the Purchasing Office to originate, control,
and analyze quotations, bids and proposals.
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The requisitioning department is responsible for defining quality, quantity,
specifications, delivery date requirements and all other pertinent information
essential to proper purchase.
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The requisitioning department should also suggest sources, when known,
especially for unusual or unique items.
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The requisitioner may be called upon to assist the procurement officer
in evaluating the quotes, bids or proposals received.
Small Purchases: To process
a small purchase, under $1,500.00 including a request to establish
a blanket purchase agreement, the department must enter a purchase
requisition following the procedures in the Purchasing
System Quick Reference Card.
Competitive Bids/Proposals:
Requests for purchases above $25,000.01 shall be entered in the purchasing
system.
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Detailed written specifications shall be forwarded by campus mail clearly
marked with the purchase requisition number.
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Specifications must contain enough detail to identify the goods/services
required and indicate required delivery dates.
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The purchasing office will provide assistance in preparing specifications,
as required.
Confirming Purchases: To
obtain a confirming purchase order, the department head or delegated representative
should contact his/her respective procurement officer.
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Procurement officers may authorize confirming orders up to their respective
purchasing limit.
- All other confirming orders will be approved by the Director
of Procurement Services.
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The following information will be required prior to issuance of a confirming
purchase order:
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Vendor
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Amount of purchase
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Reason for confirming purchase
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Requester's name and phone number
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Purchase requisitions for confirming purchases will be entered in the purchasing
system within three (3) work days of the issue of the purchase order number.
Emergency Purchases: When
purchases must be made on an emergency basis, the department head
should contact the Director of Procurement Services and request an
emergency purchase.
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The following information will be required prior to approval:
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Name of vendor
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Amount of purchase
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Name of requester
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Description of item or service to be purchased
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Nature of emergency
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In cases where the exact amount of the purchase is not known, an estimate
must be made.
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Competition will be solicited, if possible.
- The Vice President for Finance and Business Affairs is the
approval authority for emergency procurements.
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Upon receipt of the emergency purchase order number the vendor may be notified
and the goods/services procured.
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The purchase requisition shall be entered in the purchasing system within
three (3) workdays of the issue of a purchase order number.
NOTE: FAILURE TO ANTICIPATE A REQUIREMENT DOES NOT
CONSTITUTE AN EMERGENCY UNDER THE PROVISIONS OF THE SOUTH CAROLINA PROCUREMENT
CODE.
Sole Source Purchases: Departments
requesting a sole source procurement must submit a completed Justification
for Sole Source Procurement Form.
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The basis for the sole source determination and the reason no other product
or vendor is suitable are required.
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The purchasing office cannot adequately answer these questions without
your input.
- The Vice President for Finance and Business Affairs is the
approval authority for sole source procurements.
NOTE: COMPETITION SHALL BE SOLICITED IN CASES
OF REASONABLE DOUBT.
Equipment Purchases:
Equipment purchasing procedures fall into the following general categories:
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Movable Equipment: Movable equipment
is defined as equipment large enough to be conveniently accounted for in
single units, the value of which is $1,500 or more and has a useful life
of five years or more.
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The purchase or acquisition of high value equipment may require in excess
of 30 days to process; therefore, it is important to anticipate needs.
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Information Technology (IT) Equipment: All
requirements for computers, terminals, modems/data phones, word processors,
software and related electronic processing equipment must be included in
The Citadel's Information Technology Plan.
- Purchase requisitions must be approved by the Director of
Information Technology services prior to purchase.
- Requirements for photo static copiers and telephones must
be approved by the Director of Procurement Services prior to
purchase.
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Once approved, the procurement will be processed in the same manner as
other purchase actions.
- Printing Equipment: All
procurements of printing equipment in excess of $25,000 require
approval of the State's Information Technology Planning Office.
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Equipment-Lease, Lease/Payment, Installment Purchase
and Rental: Acquisition of equipment
by any means other than purchase must be fully justified.
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Most purchases in this category require prior approval from General Services
or the State Treasurer and involve long lead times; therefore, plan accordingly.
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Equipment Trade-in: Items may be used
for trade-in credit when purchasing or leasing new, like items.
Consultant Services: Departments
requesting consultant services should submit a purchase requisition which
contains the following information:
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Definition of need.
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Expected results from consultant.
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Specific qualifications the consultant must possess.
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Period services will be needed.
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Selection criteria to be used in judging consultant proposals.
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Number, type and frequency of reports required. Payment terms.
NOTE: COMPETITION, A CRITICAL ELEMENT IN THE
PROCUREMENT PROCESS, WILL BE MAXIMIZED IN THE SOLICITATION PHASE OF THE
PROCUREMENT.
Professional Services: When
professional services are to be obtained under an independent contractual
relationship, wherein the college relinquishes the RIGHT
to DIRECT or CONTROL
the professional in the method of performance or the end results of his/her
efforts as defined in IRS regulations, then procurement must be accomplished
as directed in the South Carolina Consolidated Procurement Code and ensuing
Regulations.
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Professionals with fees over $1,500 who are unique in their applicability
to college programs may qualify for "sole source" procurement action.
- Such determination can only be made by the Vice President
for Finance and Business Affairs.
- A completed Justification For Sole Source
Form with full details of the unique qualities of the proposed
individual which qualify him or her to best perform the services
required must be submitted to the purchasing office.
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Proposed contracts which do not qualify as "sole source" will require competitive
bidding.
- A Contract For Professional Services On A
Fee Basis is used as the contract between The Citadel and
the individual.
- The Director of Procurement Services is The Citadel's agent
to sign the agreement.
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The agreement is also used as backup for payment to the individual.
Print and complete the contract form to begin the service.
Employee Services: Request
for employee services are to be made to the Human Resources Office.
Repair Services:
Requests for repair services, under normal or non critical circumstances,
will be processed as a routine purchase.
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Whenever equipment is in need of immediate repair or the repair service
is critical to department operations and regular procedures cannot be followed,
the department should follow the confirming purchase procedures.
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See Citadel Memorandum No. 21, Policies and Procedures for Equipment Maintenance,
to determine the equipment which may be placed under a maintenance agreement.
Legal and Auditing Services: Requests
for legal services will be reviewed and approved, in advance, by the
Vice President for Finance and Business Affairs and the Executive
Assistant to the President. Prior approval of the State Attorney General's
Office may be required by the purchasing office prior to issuance
of a purchase order.
- Requests for accounting/audit services will be reviewed and
approved, in advance, by the Vice President for Finance and Business
Affairs and the Internal Auditor.
- Procurement of Certified Public Accountants and Public Accountants
to perform financial and/or compliance audits are exempt from
competition but are subject to approval by the State Auditor's
Office.
- Actuarial audits and other accounting services will be procured
under the terms of competition set forth in South Carolina Consolidated
Procurement Code.
Printing Services: The
Citadel Print Shop is the preferred source for all printing requirements.
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The print shop manager's approval is required for printing services, including
photocopying, from outside printers/copiers prior to solicitation.
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Printing services from outside printers shall be solicited in accordance
with the State Printing Manual using the printing specification sheet or
forms specifications.
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Departments requiring printing services from outside sources shall enter
a purchase requisition in the purchasing system and forward the appropriate
specifications to the purchasing office.
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Required specification sheets or forms specifications may be obtained from
the purchasing office.
- Also see "Printing Guidelines" for
further guidance on printed matter.
Art Purchases: To purchase
art objects such as paintings, antiques, sculptures or similar objects
costing above $1,000.00, the President is required to provide written
determination specifying the need for such objects and the benefits
to the State.
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Such written determination will be forwarded to the South Carolina Arts
Commission for approval prior to purchase
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Departments/activities desiring to purchase art objects will enter their
purchase requisition and forward a memorandum to the purchasing office
specifying the need for such objects and the benefits to the State.
- The purchasing office will prepare the request for approval
for the President's signature and forward the request to the South
Carolina Arts Commission prior to acquisition.
Purchases From Other State
Agencies: Purchases from other state agencies, except those
specifically exempted, must meet the same competitive tests as purchases
from outside vendors and require a purchase order in advance.
- Exemption from obtaining competition may be requested from
the State's Materials Management Officer on an individual basis.
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Departments requiring a purchase from another state agency should contact
their respective procurement officer.
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.
- If such a meeting is being planned, contact the Director of
Procurement Services for details.
Catering Services:
The college's official food service contractor is the primary source of
catering for official functions.
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Catering from outside vendors will not normally be authorized unless the
food service contractor cannot provide the requested service.
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Catering services from outside vendors, when authorized, must be solicited
in accordance with the South Carolina Procurement Code.
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This policy is both a contractual matter and an economic matter since The
Citadel receives a designated percentage of catering services revenues
from the college's affiliated food service contractor.
Reimbursements: Reimbursement
should be the last purchasing method considered and should not exceed
$200 per purchase.
- Individuals may purchase up to $200 in goods/services without
prior approval of the Director of Procurement.
- Reimbursements for such purchases will be made by the Treasurer
on a Petty Cash Reimbursement Request.
- Requirements for reimbursement in excess of $200 must be approved,
in advance, by the Director of Procurement Services.
Unauthorized Purchases: A memorandum will be forwarded
whenever an unauthorized purchase is committed. The memorandum
will contain instructions to be followed to obtain ratification by
the President,
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