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How To Do Business With Coastal Carolina University

Understanding Coastal Carolina University procurement policies can certainly be challenging. The following information is provided in hopes that the vendor community can familiarize themselves with how to do business with the University.  If there are any additional questions or concerns, please contact Procurement Services.

About Procurement Services

Coastal Carolina University operates a centralized procurement and materials management system, which includes responsibility for purchasing, receiving and delivering the materials and services provided to the University community by vendors.  Procurement Services' objective is to procure goods and services of acceptable quality, at the appropriate time, in an accurate  quantity, at an economical price, from a valid source.  

Office Hours and Appointments

Procurement Services  is open from 8:00 AM to 5:00 PM Monday through Friday, except  on designated University holidays. While appointments are not necessary, it is  to the vendor's advantage to schedule an appointment with the appropriate  Procurement Officer in advance so uninterrupted discussions may be held.

Direct Contacts with Departments

Direct discussions between the vendor's representative and potential users in the various University departments are acceptable.  While Procurement Services does not expect the vendor's representative to coordinate visits through them, we do ask to be kept informed of potential sales that appear imminent. This enables a team approach to the purchase to ensure the user's needs are met, competitive bids are obtained, vendor requirements are considered, and purchasing guidelines are  followed. Vendors are cautioned that only Procurement Officers are authorized  to issue written or confirm purchase orders, and that those orders not in compliance with this procedure may result in delayed payments and/or the return of goods to the vendor.

The Procurement Process

Purchase Requisitions are initiated by the using University department and are sent to Procurement Services.  When received, each requisition is reviewed for compliance with all state and University procurement procedures as well as other University guidelines.  The requisitions are then approved.  A Purchase Order is then prepared and distributed to the vendor.

Small Purchases

Orders not exceeding $10,000 may be purchased directly by University departments as long as certain internal procedures and requirements are met.  Those purchases between $5,000 and $10,000 do require that the departments obtain at least two (2) additional quotes or price references. 

Procurements Over $10,000

These purchases are handled by Procurement Services using the formal bid process and per a bid source selection method dictated by the South Carolina Procurement Code.  A solicitation document is prepared that includes all the specifications for the product or service being sought.  The solicitation is advertised in the South Carolina Business Opportunities online journal.  Those solicitations that are estimated to have a total potential value in excess of the University’s procurement certification limits are handled by South Carolina Procurement Services on the University’s behalf. 

Contracts for Construction Services

Solicitations for construction related purchases are handled by the University's Office of Facilities Planning and Management.

Handling of Vendor Bids / Proposals

Responses to solicitations issued by Procurement Services are received and promptly date and time stamped.  If a sealed bid process is stipulated in the solicitation, no envelope marked as a bid response is opened until the designated opening date and time.  Please be reminded that the University assumes no responsibility for unmarked or improperly marked envelopes.

Late Bids / Proposals

As instructed in the solicitation, bids or proposals received after the designated opening date and time will not be considered for award.

Notification of Awards

For all solicitations awarded through Procurement Services, an award notification is posted at the location specified in the solicitation document which is generally the website and page noted as Solicitations and Awards.  The following types of documents are used:  Statement of Award – for awards up to $50,000;  Notice of Award – for awards of $50,000 up to $100,000;  Notice of Intent To Award – for awards of $100,000 or more.  For awards of $50,000 or more, notice is sent to all  bidders or offerors in addition to being posted.  Generally in situations where a Notice of Intent To Award is used, the award does not become effective for ten (10) days.

Payment Terms

Generally, payment terms are those established by Section 11-35-45 of the South Carolina Procurement Code which provides that payment vouchers be processed within 30 working days after satisfactory receipt of goods or  services and a correct invoice.

Sales Tax

Coastal Carolina  University is NOT exempt from paying sales tax.

Miscellaneous Reminders

Nonresident taxpayers are required to register with the South Carolina Secretary of State or the South Carolina Department of Revenue.   Please contact one of those offices with any questions.  

In most circumstances, a foreign corporation may not  transact business in South Carolina until it obtains a certificate of authority from the South Carolina Secretary of State.  Please contact that office for information.

Preferences.  On June 16, 2009, the South  Carolina General Assembly rewrote the law governing preferences available to  in-state vendors, vendors using in-state subcontractors, and vendors selling  in-state or US end products. This law appears in Section 11-35-1524 of the  South Carolina Code of Laws. A summary of the new preferences is available at www.procurement.sc.gov/preferences. All the preferences must be claimed and are applied by line item, regardless of whether award is made by item or lot.  Vendors are cautioned to carefully review the statute before claiming any preferences.  If a preference is requested, the vendor is certifying that the offer qualifies for the preference claimed.  Improperly requesting a preference can have serious consequences.

Governing State Law

By law, all  purchases of goods and services shall be governed by the laws of the State of  South Carolina.

Small and Minority Businesses

The  Governor's Office of Small and Minority Business Assistance (OSMBA) was created to assist small and minority businesses in the State of South Carolina.  Plealse see that agency's website for additional and contact information.

Ethics

The University will observe and adhere to all ethical standards in the procurement of goods and services.  University personnel who are responsible for writing specifications, awarding contracts, making recommendations or who are in any way connected with requisitioning or procurement of equipment, supplies, and services used by the University, will not solicit nor accept, under any circumstances, any personal gifts, discounts, or gratuities, or personal travel, meal, or lodging expenses from a vendor, which might in any way influence the selection or purchase of such materials or services. Likewise, vendors who are doing or seeking to do business with the University are prohibited from offering or providing personal gifts, discounts, or gratuities, or personal travel, meal, or lodging expenses to University employees or officials, even if the expenses are incurred as part of the employee's or official's responsibility to inspect or observe the vendors products in operation unless such travel costs are specifically provided for in the procurement solicitation.

 

NOTICE:   This "How To Do Business With Coastal Carolina University" page and other web pages with the Procurement Services site do not address all of the purchasing procedures of Coastal Carolina University and the South Carolina Consolidated Procurement Code.  Purchasing policies and procedures may change from time to time and this website will be updated periodically.  For any questions, contact Procurement Services.