Types of Purchases

It should be noted that all purchases are subject to the competition levels outlined below unless specifically exempted.

Acquisition Planning. The Requestor shall perform acquisition planning and conduct market research for all acquisitions of supplies, services, or information technology. The extent of planning and research may vary, depending on estimated dollar value, complexity, and past experience, as well as the nature of the supplies, services, or information technology being purchased. This requirement excludes small purchases.

No solicitations shall proceed until the agency has certified in writing that it has complied with this regulation. The acquisition planning must be documented in sufficient detail to satisfy the requirements of an audit, and the documentation will become part of the procurement file.

The planning should promote and provide for:

Clearly defining the agency’s needs.
Acquisition of commercially available items to the maximum extent practicable.
Full and open competition to the maximum extent practicable, with due regard to the nature of the supplies, services, or information technology to be acquired.
Selection of appropriate source selection method and contract type; and
Appropriate consideration of the use of term contracts to fulfill the requirement, before awarding new contracts.

Acquisition planning should begin as soon as the agency identifies a need. Agency staff should avoid issuing requirements on an urgent basis or with unrealistic delivery or performance schedules since it impedes advantageous outcomes, restricts competition, and increases prices.

Acquisition planning shall integrate the efforts of all personnel responsible for significant aspects of the acquisition.

Market Research. The College shall conduct market research appropriate to the circumstances to arrive at the most suitable approach to acquiring supplies, services, or information technology. Agencies should conduct market research when planning a new acquisition, or for a new type of supplies, services, or information technology; before requisitioning an acquisition; and on an ongoing basis to effectively identify the capabilities of small businesses, new entrants into government contracting, and new commercially available items, for meeting the agency’s requirements.

Agencies should use the results of market research to determine if sources capable of satisfying the agency’s requirement exist; determine if commercially available items exist that meet the agency’s requirements; and determine the practices of firms engaged in producing, distributing, and supporting the supplies, services or information technology to be acquired, such as type of contract, type and relationship of businesses involved in such contracts, and common industry contract terms or specifications, including without limitation, terms for contract duration, payment, warranties, maintenance and packaging, and other contract terms relevant to the proposed acquisition.

Exchanges with Industry before receipt of proposals. Exchanges of information among all interested parties, from the earliest identification of a requirement through receipt of proposals, are encouraged. Any exchange of information must be consistent with Regulation 19-445.2010, Disclosure of Procurement Information. The purpose of exchanging information is to improve the understanding of agency requirements and industry capabilities, allowing potential offerors to judge whether or how they can satisfy the agency’s requirements at reasonable prices and increase efficiency in proposal preparation, proposal evaluation, negotiation, and contract award.

Techniques to promote early exchanges of information include industry conferences, public hearings, market research, as described above, pre-solicitation notices, draft RFPs, requests for information (RFIs), pre-solicitation conferences, and site visits. *

When specific information about a proposed acquisition that would be necessary or advantageous for the preparation of proposals is disclosed to one or more potential offerors, that information must be made available to the public as soon as practicable, but, not later than the next general release of information, or order to avoid creating an unfair competitive advantage.

*Note: In conducting exchanges, agencies should take measures to comply with Chapter 13, Title 8 of the S.C. Code (Ethics, Government Accountability and Campaign Reform Act); R.19-445.2010 (Disclosure of Procurement Information; R.19-445.2127 (Organizational Conflicts of Interest); and R.19-445.2165 (Gifts).

Purchases up to $10,000

Small purchases not in excess of $10,000 (excluding sales tax but including freight and handling) may be made without securing competitive quotations if the prices are considered fair and reasonable. By submission of your electronic requisition you are certifying that the price is fair and reasonable. These purchases must be distributed equitably among qualified sources. However, purchases of $5,000 or more will still require your Executive Vice President’s, or his/her delegate’s, approval. If the total estimate is close to $10,000 or if a Procurement Officer feels a better price can be obtained, the order may be informally bid. Final discretionary authority rests with the Procurement Officer. Otherwise, the orders are processed and sent directly to the suggested vendor. Even though bidding may not be required, all other restrictions of the South Carolina Procurement Code apply. Items on State Contract cannot be bypassed. A purchase order must be obtained before placing an order unless using a Purchasing Card. This small purchase limit does not apply to PCards. The transaction limit on PCards remains $2,500 (more detailed information regarding PCards may be found in the Purchasing Card Manual). To process an order, complete a purchase requisition in eProcure listing the vendor, quantity, description and estimated cost. It is automatically routed through the required approval cycle.

Purchases from $10,001 to $50,000

Written solicitation of written quotes, bids, or proposals shall be made including one from a certified minority vendor, if available. The procurement must be advertised at least once in the South Carolina Business Opportunities publication. Specifications will be required to adequately compete the solicitation. The award must be made to the lowest responsive, responsible source, or when a request for proposal is used, the highest ranked offeror. Departments should complete the purchase requisition in eProcure listing quantity, description, cost and suggested vendors, attach any backup documentation, and forward to the Procurement Office to secure quotations and prepare award and purchase order.

Purchases from $50,001 to $250,000

This procurement methodology applies to general goods and services and requires advanced planning, advertising, public opening of bids/proposals and analysis before award of the contract. In the case of Information Technology equipment or services, the threshold is $100,000. Written solicitation of written quotes, bids, or proposals shall be made including at least one from a certified minority vendor, if available. The procurement must be advertised at least once in the South Carolina Business Opportunities publication. Specifications will be required to adequately compete the solicitation. The award must be made to the lowest responsive, responsible source, or when a request for proposal is used, the highest ranked offeror.
Departments should allow a minimum of forty-five (45) days for a purchase order after submitting a requisition and appropriate specifications. Departments requiring goods/services in this category should submit a purchase requisition through eProcure to the Procurement Office listing quantity, description, projected cost, suggested vendors and detailed specifications. Specifications must contain enough detail to identify the items required and indicate required delivery dates.

Purchases over $250,000 and IT purchases over $100,000

Purchases of goods and services over $250,000 (or $100,000 for IT equipment and services) must be competitively bid by the State's Material Management Office or Information Technology Management Office. Departments requiring goods/services in this category should submit a requisition listing quantity, description (supported by detailed specifications), projected cost and suggested vendors to the Procurement Office. Departments must allow a minimum of ninety (90) days for these procedures after submitting a requisition.

Note – Exceptions would be purchases made under existing contracts, sole sources and emergency procurements when justified.

The Official State Government Publication

"South Carolina Business Opportunities" is the official State government publication and is published daily by the Division of General Services. The purpose of this publication is to provide a listing of proposed procurement of construction, information technology, supplies, services and other procurement information of interest to the business community. The College Procurement Office is required to advertise all solicitations for goods and services in this publication when the cost is over $10,000.

Confirming Purchases

This purchase method is used for those unscheduled, unplanned events for which delay will hamper essential operation of the College, i.e., equipment breakdown. To complete this type of transaction, the Procurement Office (after receipt of requisition) issues a purchase order and places the order with the vendor verbally, providing the purchase order number, before the issuance of the actual written purchase order document. Confirming Purchases are only to be used when it is an absolute necessity. Procurement Officers may authorize confirming orders up to their respective purchasing limit. To obtain a confirming purchase order, the department head or delegated representative should enter a requisition on the FRS system and contact their respective Procurement Officer. Confirming purchase order numbers can be issued immediately for requisitions entered on FRS and will be issued after receipt of hard copy Request Form for all others. Again, confirming orders are only for previously unknown needs and not to be used as a normal purchase method. If it becomes apparent that a department is overusing this method the department's head/chair will be required to certify the request as being previously unknown and that waiting twenty-four hours for a regular order will hinder the operation and mission of the department.

Blanket Purchase Agreements (BPA)

A Blanket Purchase Agreement (BPA) is a simplified method of filling repetitive needs for small quantities of goods/services when the vendor does not accept the Purchasing Card. The BPA establishes a "charge account" on a continuing basis and establishes both a total amount and maximum limit per transaction. To establish a BPA, prepare and submit a purchase requisition in eProcure. The quantity will normally be one (1) lot. A Blanket Purchase Agreement must contain the following:

A description of the agreement, e.g., blanket purchase agreement to furnish (Goods) miscellaneous hardware when requested by the identified “caller” during a specified period and within a stipulated aggregate amount; cost will be the total expected cost over the life of the BPA, not to exceed a fiscal year.
The extent of obligation, a statement that the State is obligated only to the extent of authorized calls actually placed against the BPA. In the special instructions' section of the purchase requisition list the names of individuals authorized to place calls, identified by department and dollar limitation per call for each individual.
Delivery tickets, a requirement that all shipments under the agreement shall be accompanied by delivery or sales tickets which contain the following minimum information: (a)name of supplier; (b) blanket purchase agreement number; (c)date of call; (d)call number; (e)itemized list of supplies or services furnished; (f)quantity, unit price and extension of each item, and (g)date of delivery or shipment.
Invoicing – a summary invoice, identifying the delivery tickets covered, and supported by receipted copies of the delivery tickets; or an itemized invoice, submitted at least monthly for all deliveries made during a billing period, and for which payment has not been received.

If an item is ordered repeatedly, 4-5 times a year, it should be considered for Central Stores Stock. (Use the New Item Request Form available in your Central Stores Catalog.) Detailed instructions for use and establishment of BPA's are contained in Blanket Purchase Agreements (BPA).

Blanket Purchase Orders (BPO)

A Blanket Purchase Order (BPO) is a simplified method of acquiring repetitive needs for goods/services that have been competitively bid and have an established term contract. These contracts can be state contracts or contracts awarded by the College. BPO's will be issued for up to one year not to exceed the fiscal year end. Detailed instructions for use are contained in Blanket Purchase Orders (BPO).

Check With Order Purchase

This type of purchase is used when prepayment to the vendor is required before shipment or receipt of the goods/services. Allow at least 5 days for processing of purchase order and check writing cycle. Departments requiring this type of purchase should submit a requisition in eProcure and attach documentation (order form, price list) to the requisition. When requesting a check with order please indicate this in the Internal Notes section of your requisition. A check with order purchase requires written proof of vendor's price. This proof can be in the form of a priced order form, magazine or newspaper advertisement or a pro-forma invoice.

State Term Contracts

It is mandatory that the College utilize state term contracts established by the Materials Management Office and the Information Technology Materials Office. A link to these contracts is maintained on the Procurement Office website. Various contract sheets are forwarded to appropriate departments for reference and to others when ordering items available on contract. If goods or services are offered by a vendor not on state contract at a price that is at least ten percent (10%) less than the term contract price, we must first give the vendor holding the term contract the option of meeting the lower price. All decisions to purchase from the vendor offering the lower price must be documented by the procurement officer in sufficient detail to satisfy the requirements of an external audit in accordance with S.C. Consolidated Procurement Code, §11-35-310(35). Items and services available on State Contract are available at State Procurement Information Center.

Prison Industries Procurements

It is now mandatory for the College to purchase those products made by or produced by convict labor through the South Carolina Department of Corrections. Generally, this shall apply to furniture whose quality level and styles match those of products currently offered through the Prison Industries catalogs. Where quality or styles are requested that are different from those products offered, the College may seek sources on the commercial market

College Term Contracts

In addition to State Term Contracts the College also bids and administers term contracts. If the College has a term contract in effect for the goods or services that you need, the purchase will be made from the term contract vendor.

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 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 Senior Vice President for Business Affairs or the Procurement Manager. The existence of such conditions must create an immediate and serious need for supplies, service or construction that cannot be met through normal procurement methods and the lack of which would seriously threaten: the function of the College, the preservation or protection of property, or the health or safety of any person.

Emergency purchases shall be limited to those supplies, services, or construction items which are determined to be absolutely necessary to meet the emergency. Emergency purchases should normally be for over $10,000 as competition for less than this amount is easily obtained for most commodities. Maximum competition commensurate with the emergency situation is required. Where purchases must be made on an emergency basis, the department head/chair should submit a purchase requisition and contact the Director of Procurement and request an emergency purchase. The following information will be required before approval:

Requisition Number (or Request Form Number)
Required date
Name of vendor
Names of vendors contacted for quotes
Amount of purchase
Name of requester
Description of item or service to be purchased
Nature of emergency

In cases where the exact amount of the purchase is not known, an estimate must be made. Competition will be solicited to the maximum extent possible. Upon issuance of the emergency purchase order number the vendor will be notified and the goods/services procured. The requisition or Request Form and Justification for Emergency Purchase shall be forwarded to the Procurement Office within one (1) workday. In accordance with S.C. Consolidated Procurement Code Regulation 19-445-2110.F, the President, or his designee above the level of the procurement officer shall make a written determination stating the basis for an emergency procurement and for the selection of the particular contractor contain sufficient factual grounds and reasoning to provide an informed, objective explanation for the decision.

Sole Source Purchases

Sole source purchases are permissible when goods or services are available only from a single supplier. The following are examples of circumstances which could make necessary a sole source purchase:

When the compatibility of equipment, accessories, or replacement parts is the paramount consideration.
Where a specific supplier's item is needed for trial use or testing.
Where the item is one of a kind.

Departments requesting sole source procurement must submit a purchase requisition and attach a completed Justification for Sole Source Procurement Form. The basis for the sole source determination and the reason no other product or vendor is suitable are required. The Procurement Office cannot adequately answer these questions without your input. The determination as to whether a procurement shall be made as a sole source will be made by the state Chief Procurement Officer, the President of the institution, or his designee above the level of the procurement officer. Any delegation of authority by either the CPO or the President of the institution with respect to sole source determinations shall be submitted in writing describing the basis for such determination to the Materials Management Officer.

All sole source determinations shall contain an explanation as to why no other source is available or will be suitable or acceptable to meet the need. The determination must contain sufficient factual grounds and reasoning to provide an informed, objective explanation for the decision. The determination must be made prior to contract execution. Competition shall be solicited in cases of reasonable doubt.

Equipment Purchases

Equipment purchases may have differing requirements before purchase and fall into the following general categories:

Movable Equipment: Movable equipment is defined as equipment large enough to be conveniently accounted for in single units. If the acquisition value is five thousand dollars ($5,000) or greater and the item has a useful life of five years or more, it is considered capital equipment and will be listed on the College’s Property Inventory records (see Property Management section). Moveable equipment not meeting the capitalization criteria (e.g. acquisition value less than $5,000 but at least $1,500) will also be listed on the College’s Property Inventory records in order to maintain visibility and accountability over this pool of pilferable assets. It is, therefore, important the account number used for the purchase reflect who will have physical custody of the equipment. Prepare a purchase requisition following regular purchasing procedures. The purchase or acquisition of high value equipment may require more than thirty (30) days to process, therefore, it is important to anticipate needs.

Equipment Enhancements

Requests for accessories or enhancements to existing equipment should note the Property tag number if applicable, name and model number of the original equipment. This assists the Procurement Officer in making the purchase and provides information necessary to Property Management to update equipment listings.

Information Technology (IT) Equipment

Requests for computers, terminals, modems/data phones, word processors, software and related electronic process equipment over $50,000 must be included and previously approved in the College of Charleston Information Technology Plan. Requests must be approved by the Senior Vice President for Institutional Resources and Executive Administration on the Acquisition of Information Technology Form and/or the State Information Technology Office before purchase. Once approved, the request is forwarded to Procurement and the purchase will be processed in the same manner as other regular purchase actions. Allow sufficient time for the approval process.

Copy Machines

The State has term contracts for black and white copiers at very attractive rates. The end user is only charged for copies made, no monthly minimums. Numerous manufacturers are represented on the copier contract.

Grant Specified Academic Equipment

If the equipment you are requesting was specified by name in the budget justification and approval outline of your grant, it may qualify for proprietary or Sole Source procurement. You will need to contact your Procurement Officer for further details.

Lease/Payment, Installment Purchase and Rental

Acquisition of equipment by any means other than purchase requires the approval of the Executive Vice President for Business Affairs as well as additional State approvals. Most purchases in this category require prior approval from General Services or the State Treasurer and involve long lead times, therefore, it is important to coordinate with the Procurement Office to plan. Your Procurement Officer will have the most current Installment Purchase Programs Procedures and can assist you.

Equipment Lease/Rental (South Carolina Standard Equipment Agreement)

The South Carolina Standard Equipment Agreement Form must be used in all cases where rental or lease is involved unless modifications are approved by the State's Director of General Services. The only exceptions are rentals where the value of the equipment is $10,000 or less and the rental agreement does not exceed 90 days. Your Procurement Officer can assist you with this requirement.

Trade-in Purchases

Personal property may be used for trade-in credit when purchasing new like items, when the original unit price did not exceed $5,000. When the original unit purchase price exceeds $5,000, it shall be referred to the State Property Management Office (SPMO) for disposition. Please allow enough time for Procurement to secure trade-in approval. All requests for trade-in of equipment must contain the Property Tag number and complete description of the item.

Construction

By definition of the South Carolina Consolidated Procurement Code construction is the process of building, altering or repairing a public structure or building, or making other improvements to any public real property. Construction does not include routine operation, routine repair, or routine maintenance of existing structures, buildings or real property. If construction exceeds $100,000 it is considered a Permanent Improvement Project. Construction, as well as Permanent Improvement Projects, usually requires the services of an architect or engineer. All construction authority at the College rests with the Director of the Physical Plant.

Minor Construction

Requests for minor construction ($5,000 to $25,000) will be submitted to the Physical Plant for proper coordination, regardless of whether or not they meet the definition of construction, for review prior to any purchase action taking place. If the construction can not be accomplished by the Physical Plant it must be competitively procured according to the Procurement Code and the State Engineer's Office procedures manual.

Evaluation or Trial Purchases

If you need a sample for evaluation or desire to purchase material on a trial basis, regardless of the cost, (and unless otherwise specifically exempted) you must request and obtain a purchase order prior to ordering from the vendor. If your request is under $10,000 and you chose to keep the material, it will be purchased on the evaluation/trial purchase order. If your request is over $10,000 and has no prior competition, nor qualifies as sole source, the material will need to be returned to the vendor at the end of the trial period. If the trial evaluation is favorable and your department desires to purchase the item (s), normal procurement procedures apply. Note on your Requisition/Request the vendor terms of the evaluation, including the period and any shipping costs. Example: Thirty-day free trial. It is the department's responsibility to notify Procurement at the end of the trial/evaluation. If the material or sample is consumed in the test/evaluation, payment must be made, unless the vendor agreed to provide it at no cost. Evaluation/trial purchases not handled in accordance with this procedure are considered unauthorized purchases.

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 unless other arrangements have been made by the Office of Procurement. Exemption from obtaining competition must be requested from the State's Materials Management Officer on an individual basis. The exemption must be requested on a Justification For Contracts Between State Agencies Form,. Departments requesting an exception will be required to assist the Procurement Officer with the information necessary to complete a Justification For Contracts Between State Agencies Form.

Consultant Service

Consultants perform their services on a fee basis, are contracted for a defined period or specified project and generally produce written reports during and at the end of their services. Competition, a critical element in the procurement process, will be maximized in the solicitation phase of the procurement. Departments requesting consultant services should submit a purchase requisition which contains the following information:

Definition of need
Expected results from consultant
Specific qualifications the consultant must possess
Period services will be needed
Selection criteria to be used in judging consultant proposals. (In order of importance.)
Number, type and frequency of reports required.
Payment terms

Educational Related Professional Services

The following procedures do not apply to professional services for Business/Operational or Management evaluation/services; Architect/Engineer services; Land Surveying services; services to be obtained on an employer-employee relationship, as defined in IRS regulations; or services of an individual who is a member of the South Carolina Retirement System. Requests for employer-employee relationships or SC Retirement System members are to be processed through Human Resources. Requests for other procurement actions are to be processed through the Office of Procurement.

Education Related Professional 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, where applicable, reimbursed under a Travel Authorization. This type of service is rendered from a platform of unusual experience or expertise in a particular field. Such expertise has usually been gained by education, training, hands-on experience, certification, licensing, publication, public acclaim, election or appointment. Oft times the professional is uniquely qualified to provide the requested services in the context of background, style and/or time that we require. When personal, 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 result 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.

This contractual relationship must be proposed on a Contract For Educational Related Professional Service On a Fee Basis at least 30 days before actual performance. Contracts in which the fee (exclusive of expenses) exceeds $10,000 may not be officially offered except by the Executive Vice President for Business Affairs. Professionals with fees over $10,000 who are unique in their applicability to college programs may qualify for "Sole Source" procurement action. The proposed contract, in its approval process must be accompanied by a Justification For Sole Source Form, with full details of the unique qualities of the proposed individual that qualify him or her to best perform the services required. Proposed contracts that do not qualify as "sole source" will require competitive bidding. The department's contract representative will be responsible to see that the contract is complied with and that the fee is paid expeditiously. The department's contract representative is also responsible for submitting any travel-related documents for approval and payment. Complete instructions are contained with the Contract for Educational Related Professional Services on a Fee Basis.

Repair Service

Most equipment repair under maintenance contract has been set up to allow Departments to directly contact the servicing vendor. All others are handled as follows: Requests for repair services, under normal or non-critical circumstances, will be processed as a regular purchase. 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. Departments having repetitive requirements should consider a maintenance agreement or blanket purchase agreement/order. Remember to include with your request equipment Property tag number if requesting repair of capital equipment. (See Shipping Material for instructions on returning equipment for repair.)

Legal Services

Requests for legal services will be reviewed and approved, in advance, by the Executive Vice President for Business Affairs and the College's Legal Affairs Office. Prior approval of the State Attorney General's office is required by the Procurement Office before issuance of a purchase order.

Architect and Engineering Services

Requests for these professional services are governed by the State Engineer's Manual for Planning and Execution of State Permanent Improvement Projects. Section 11-35-2910 of S.C. Law defines architect-engineer and land surveying services a professional services associated with the practice of architecture, professional engineering, land surveying, landscape architecture and interior design pertaining to construction, as defined by the laws of this state, as well as incidental services that members of these professions and those in their employ may logically or justifiably perform, including studies, investigations, surveys, evaluations, environmental studies, consultations, planning, programming, conceptual designs, plans and specifications, cost estimates, inspections, shop drawing reviews, sample recommendations, preparation of operating and maintenance manuals and other related services. Contact your Procurement Officer for additional instructions and Professional Services Selection Approved Request - Small Contracts Form (SE230).

Auditing Services

Requests for accounting/audit services will be reviewed and approved, in advance, by the Executive Vice President for 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. The Procurement Office will issue a purchase order for these services after 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 and Copying Services

The College maintains a central copy center, Bell Building, 5th Foor (953-5524) which can accommodate most small and large quantity copying and printing needs. All copying requests are to be sent to the Copy Center. If they are unable to accomplish the work, they will release you to send your request to Procurement. Printing needs outside of the capability of these areas should be referred to Procurement for purchase and will be solicited according to the State Printing Manual and State Printing Standards using the printing specification sheet or forms specifications. Departments requiring printing services shall attach the appropriate specifications to the Requisition. Required printing specification forms may be obtained from the Office of Procurement.

Art Objects

Before the College can purchase art objects such as paintings, antiques, sculptures or similar objects above $1,000, the President is required to provide written determination specifying the need for such objects and the benefits to the State. Such written determination must be provided to the South Carolina Arts Commission for approval before acquisition. Departments/activities desiring to purchase art objects should forward to the Procurement Office their Requisition/Request with an attachment, in memorandum form, specifying the need for such objects and the benefits to the State. The Procurement Office will prepare the request for approval for the President's signature and forward to the South Carolina Arts Commission for approval.

Artist Services

The South Carolina Arts Commission maintains lists of approved artists including painters, sculptors, poets, playwrights, theater groups, craftsmen, etc. which are available to governmental bodies. The services of these artists are exempt from the Procurement Code if approved by the Arts Commission. You may either contact the Arts Commission directly for information or you may forward your request to the Office of Procurement to verify that the exemption can be applied to your requirement.

Academic and Administrative (A/A) Furniture

Academic furniture is purchased by the College to provide comfortable and acceptable office and classroom furnishings for students, staff and faculty. New State approved, full time, permanent positions and classrooms qualify for A/A furniture. Individuals hired and funded through Grants are considered temporary and not entitled to A/A furniture. A/A furniture is budgeted and funded each year based on number of new employees and classrooms expected. Planning for new positions can not be over emphasized. The procurement lead-time for most of this material is 3 months. An office set up consists of: 1-executive desk, 1-executive chair, 1-computer table, 1-four drawer file cabinet, 1-book case and 2-side chairs. A secretarial desk and chair may be substituted if required. Classroom furnishings include student desks with tablet writing arms, a teacher's table and a lectern. Replacement furniture for new employees filling existing positions or replacement desks for existing classrooms is not available from A/A Furniture and must be purchased from Central Stores or the State Contract Furniture vendors using departmental funds. Departments requiring A/A furnishings to support new positions or classrooms should fill out a Academic furniture is purchased by the College to provide comfortable and acceptable office and classroom furnishings for students, staff and faculty. New State approved, full time, permanent positions and classrooms qualify for A/A furniture. Individuals hired and funded through Grants are considered temporary and not entitled to A/A furniture. A/A furniture is budgeted and funded each year based on number of new employees and classrooms expected. Planning for new positions can not be over emphasized.

The procurement lead-time for most of this material is 3 months. An office set up consists of: 1-executive desk, 1-executive chair, 1-computer table, 1-four drawer file cabinet, 1-book case and 2-side chairs. A secretarial desk and chair may be substituted if required. Classroom furnishings include student desks with tablet writing arms, a teacher's table and a lectern. Replacement furniture for new employees filling existing positions or replacement desks for existing classrooms is not available from A/A Furniture and must be purchased from Central Stores or the State Contract Furniture vendors using departmental funds. Departments requiring A/A furnishings to support new positions or classrooms should fill out a Request Form and forward it to the Budget Director. The request should contain the following information; statement that the material is to come from the A/A account, the location where the furnishings are to be delivered, required delivery date, title of the new position, the individual who will receive the furnishings and their telephone number, what furniture is required (if less than the standard set-up) and signature of the department head or chair as Requestor. The approved block will be signed by the Director of Business Services who is the fund administrator for Academic/Administrative Furniture. You will need to make this request on the manual Request Form not the automated Requisitioning (FRS) system. The Central Warehouse will coordinate delivery and assemble the furniture if required.

Furniture and Furnishings (for certain uses)

When the cost of the item exceeds $500 the purchase of furniture, floor coverings, wall coverings, or any other decorative or ornamental item for the office, adjoining reception area, board or conference room of the President or Executive Vice Presidents (or equal organizational level) must first be approved by the College's Board of Trustees. Departments requesting to purchase any of the above must submit their request including description and price to the Executive Vice President for Executive Administration and Institutional Resources for Board approval. When sending on-line request to Procurement please note on requisition that Board approval will be forwarded. If sending a manual Request Form, attach Board approval prior to forwarding.

Note: This approval process applies only to the President and Senior Vice President levels, all others follow regular order process.

Furniture Refinishing

The Department of Corrections' Prison Industries operates a furniture refinishing/reupholstering plant. Their work is of good quality, expedient, convenient and low cost. To obtain their services, contact your Procurement Officer who will put you in contact with the Prison Industries representative for quotations, material selection, etc.

Purchases of Conference Facilities

The following guidelines must be followed when selecting conference facilities for which expenditures of State funds are involved. The guidelines apply to all hotel or motel facilities regardless of what the gathering is called, e.g., meeting, seminar, conference, workshop, retreat, etc. Prior to entering into a contract for either in-state or out-of-state facilities the following guidelines must be met.

Whenever possible, the conference site should be changed from those utilized for previous conferences. This change applies to both the geographical area and the particular hotel or motel.
South Carolina State Park facilities should be considered whenever they meet conference requirements.
A minimum of two hotels/motels shall be contacted in at least two different cities when the conference is to be held in a different city than the one in which the agency's central office is located. If the conference is to be held in the same city in which the agency's central office is located, a minimum of two hotels/motels shall be contacted in that city.
The standard method of payment by the College is via purchase order. No purchasing card or advance payments in full are permitted.
A written determination of the site selection must be completed on Attachment A – Justification for Conference Site Selection and submitted with your eProcure requisition. This determination must be retained by the Office of Procurement in the conference file. The entire file is subject to external audit by the State Fiscal Accountability Authority’s Audit and Certification Staff.

Food Service Contracts

All food service contracts must be solicited under Code Section 11-35-1530, Competitive Sealed Proposals and Regulation 19-445-2095. A review panel composed of one representative from the College of Charleston, the Materials Management Office, and The Commission on Higher Education review such proposals and grant approval prior to contract award. Note: This does not apply to small one-time catering contracts, which are processed as regular orders.

Surplus Purchases

Any College department can view and obtain surplus property at the Central Warehouse at no cost. The College is also eligible to receive or purchase surplus property from the State. This process generally requires a trip to Columbia. To visit State Surplus you will be required to take a State Requisition delegating you authority to purchase for the College and a State Surplus Identification Card. For more detailed instructions contact your Procurement Officer.

Personal Purchases

The Procurement Department does not enter into any negotiations or become involved in any transaction for the purchase of anything whatsoever for the personal account or use of College employees. Certain items that might be classified as personal in nature and are suspect as an inappropriate expense from College funds, will be questioned and possibly disallowed.

Gifts, Flowers, Parties, and Other Benefits

In addition to non-allowed personal purchases the Office of the Controller General disallows the purchase of gifts, flowers, giving a party or any other similar item for any State employee using State funds. The expenditure of funds by State agencies for Christmas cards, birthday cards, refrigerators, microwave ovens, or other items for employees is not allowable.

After Hours and Weekend Purchases

Most College departments and activities can adequately plan their needs during normal working hours. However, a few areas, because of the nature of their responsibilities, run into situations after hours and on weekends and arrangements must be made with them to handle their purchasing needs. If you anticipate after hours or weekend needs, consider the Purchasing Card, and please contact your Procurement Officer to discuss arrangements. If you have not made previous arrangements and a situation occurs that can not wait until Monday or the following morning, first try to contact the Procurement Manager. If unavailable, contact either your Procurement Officer or one of the other Procurement Officers for advice/approval. If no member of the Procurement Staff is available, then secure the approval of your department head/chair before requesting the services or goods. Caution: You must document your efforts to contact a member of the Procurement Staff. Telephone your Procurement Officer for assistance as soon as the Procurement Office reopens (within 72 hours or less). If your situation occurs on a weekday, call the following morning. If it happens on the weekend, call Monday morning. If you fail to make contact, your purchase will be considered unauthorized and handled accordingly. The Purchasing Card is the best method for a purchase made after hours or on the weekend.

Unauthorized Purchases Ratification

When an individual without Procurement authority commits the College to an obligation by ordering or receiving goods or services prior to the issuance of a Purchase Order, it is an unauthorized purchase. Procurement staff is prohibited from authorizing these acts "after the fact." Only the President of the institution, or his designee above the level of the person responsible for the person committing the act, has the authority to ratify unauthorized purchases, and then only to $100,000. If the value of the contract exceeds one hundred thousand dollars, the state Chief Procurement Officer must concur in the written determination before any action is taken on the decision. Unauthorized acts exceeding $100,000 must be sent to the Chief Procurement Officer, Budget and Control Board, Division of General Services. State law requires that the head of the agency prepare a written determination with the following information: (1) facts and circumstances surrounding the act; (2) what corrective action is being taken to prevent reoccurrence; (3) action taken against the individual committing the act; and (4) documentation that the price paid is fair and reasonable. The College's Unauthorized and Non-Conforming Purchase - Ratification Request was designed to simply address all the required points. If you have an unauthorized purchase that must be ratified, complete the form and forward to the Director of Procurement. Requests are then presented to the President for ratification. Caution: if the price paid is unreasonable, the individual may be held pecuniarily liable for the difference. If disapproved, the obligation will become the personal responsibility of the person who made the unauthorized procurement.