Glossary of Common Terminology

Glossary of Common Terminology

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Automated financial system in use by the College.

Central Receiving

The Central Warehouse work center under the Officer of Procurement which is responsible for the receipt and shipment of most materials entering or leaving the College.

Central Stores

The Central Warehouse work center belonging to the Office of Procurement which stocks frequently used commodities for issue to other departments. Intended as a "quick" procurement method. Co-located with Central Receiving.

Certification Level

The value of procurement up to which the College's Procurement office may issue a solicitation and/or purchase order. Currently established at $250,000 for supplies, services, consultants; $100,000 for Information Technology purchases; $50,000 for construction services; $50,000 for construction change orders; and $15,000 for A/E amendments.

Change Order

A 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 or disposal of supplies, services or construction.

Contract Administration

The act of ensuring compliance with all terms and conditions of a contract 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

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.

eProcure

Automated requisitioning and procurement system in use by the College.

IDT (Interdepartmental Request)

The form used for one department to request services/supplies from another department.

IFB (Invitation for Bids)

A 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.

Non-Conforming Purchase

An agreement or contract entered into by an individual who may have delegated authority to make a purchase within the dollar value but does not employ the required method, i.e. issuance of a purchase order prior to the acquisition, or use of Pcard to make that procurement.

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.

Procurement

Buying, purchasing, renting, leasing or otherwise acquiring any supplies, equipment, services or construction.

Procurement Officer

Any person duly authorized by the government to enter into and administer contracts.

Property Management

The 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). The process used to initiate all purchase transactions. Completed through eProcure.

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)

A 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 $50,000. May not include all clauses integral to larger contracts.

Services

Furnishing of labor, time or effort by a contractor.

SCBO (South Carolina Business Opportunities)

A daily 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 behalf of the College and is in violation of the S.C. Consolidated Procurement Code.

Vendor

Commercial organization in the business of providing goods and/or services.