Frequently Asked Questions

Below is a general guideline to assist in determining which method to use. Specific questions should be directed to the Procurement Department.

• Requisition
  

  In general, the purchase of supplies and equipment such as (but not limited to):

  • office
  • scientific
  • electronic
  • maintenance
  • computer
  • audio/visual
  • maintenance & repair services
  • furniture
  • advertising
  • printing
  • equipment rental
  
  
• DEV
  
  • Subscriptions to magazines and other periodicals
  • Memberships
  • Freight
  • Small invoices (less than $2,500)
  • Small purchases (less than $2500), which are inappropriate for the purchase order process, i.e. when prepayment is required by the vendor, vendor offers prepayment discount, or free shipping w/payment
  • Purchases in excess of $2500 when the source of funds is exempt, specifically fund, 15, 19, 22, 23, 24, and 26
  • Goods or services which are exempt from the Procurement Code and Regulations.
  • The DEV is not to be used for the purchase of any item of equipment, which is to be added to the University asset inventory. These items must be procured by the purchase order process.

• PROCUREMENT VISA CARD
  
  • Subscriptions to magazines and other periodicals
  • Memberships
  • Freight
  • Small invoices (less than $2,500)
  • Small purchases (less than $2500), which are inappropriate for the purchase order process, i.e. when prepayment is required by the vendor, vendor offers prepayment discount, or free shipping w/payment
  • The Procurement Card is not to be used for the purchase of any item of equipment, which is to be added to the university asset inventory
  • The Procurement Card cannot be used for employee travel expenditures, with the exception of Airline Tickets and Conference Registration Fees that do not include hotel charges.
    

Do I have to bid?

Whether or not bid requests will be necessary depends on several factors. Bids/quotes are not necessary when:

• The material or equipment is available on an existing state contract
• If the proposed purchase can be justified as a Sole Source Purchase
• If the proposed purchase amount is under $2500 (including shipping cost); or
• If the item or service is specified in a grant .

Bids/quotes are necessary when:

• If the proposed purchase amount is between $2,500.01 and $10,000, three (3) written quotes are required.
• If the proposed purchase amount is over $10,000.01, the Procurement Department will solicit written quotes. The procurement shall be advertised at least once in the South Carolina Business Opportunities publication.
• If the proposed purchase amount is $50,000 and over; sealed bids will be solicited by the Procurement Department. The initiating department should attach specifications to the requisition.
  

NO

Can I fax my requisition to the Procurement Department?

NO, this increases the possibility of order duplication.

Once a purchase order number has been issued, can I call the vendor and add or delete an item from the order?

All requests for cancellations or modifications of purchase orders should be referred to the Procurement Department.

I forgot to order my supplies; can I get an Emergency Purchase Order?

No, this does not constitute an emergency defined by the state guidelines:

• Failure to anticipate a need is not considered a valid emergency
• Emergency procurements are permitted only when there is an immediate threat to public health, welfare, or safety such as may arise by reason of floods, epidemics, riots, equipment failures, fire loss, or such other reason.

Can I tell a supplier what another supplier has quoted in order to get a lower price?

NO

• All quotes are confidential
• Details cannot be discussed with other suppliers
• Price disclosure is unethical during the bidding process.
• All inquiries for information regarding the award or potential award should be referred to the Procurement Department.

I want to make sure I get a specific brand of equipment; can I get a Sole Source Purchase Order?

Just because a product is produced by only one supplier may not qualify it as a Sole Source purchase. Contact the Procurement Dept for advice.

The length of time for the bid request process to be completed and a purchase order issued can vary greatly based on the circumstances. Some factors affecting this length of time include:

• Obtaining adequate specifications
• The complexity of the specifications
• If the bid request requires advertising
• Time involved in evaluating the bids received

How do I return an item for credit?

When a supplier has shipped items as specified on a purchase order, they have legally complied with their part of the contract and are under no obligation to accept for credit any of those items delivered as specified. Acceptance of a return by the supplier is by no means automatic, and a restocking charge may be incurred. This charge will be assessed to the requisitioning department.

Requests for permission to return supplier or equipment to suppliers for adjustments or credits must be cleared through the Procurement Department. Most suppliers require return authorization numbers before accepting returned items. It is important that Purchasing process any transactions on a purchase order.

I want to make sure that a specific supplier is included in the bidding process; how do I accomplish that?

Attach a list of suggested vendors to your requisition; include name, address, telephone number, fax number, and contact name (if available).

The only person authorized to sign a contract for Coastal Carolina University is the President. All contracts must be reviewed by University Legal Counsel before the President signs.

Methods of Source Selection

The Purchasing Department has the final responsibility to conduct and conclude all negotiations concerning prices and conditions of sale for all purchases and contemplated purchases.

Small Purchases

A. Purchases Not in Excess of $2,500.00

Small purchases not exceeding $2,500.00 may be accomplished without securing competitive quotations if the prices are considered to be "fair and reasonable." The $2,500.00 limit includes shipping cost. Caution: Section 11-35-1550 of the South Carolina Procurement Code reads in part “…procurement requirements must not be artificially divided so as to constitute a small purchase.”

B. Purchases from $2,500.01 to $10,000.00

The Purchasing Department or department will solicit written quotations from a minimum of three sources of supply. Documentation of the quotes shall be attached to the purchase requisition. The award shall be made to the lowest responsive and responsible source. Purchasing must issue a purchase order before any purchases are made or services received.

C. Purchases from $10,000.00 to $50,000.00

The Purchasing Department will solicit written quotes from qualified sources of supply. The procurement shall be advertised at least once in the South Carolina Business Opportunities publication. A copy of the written solicitation and written quotes shall be attached to the purchase requisition. The award shall be made to the lowest responsive and responsible source; or when a request for proposal process is used, the highest ranking offeror.

D. Purchases $50,000.00 and over

The Purchasing Department will solicit sealed bids or proposals up to our certification level, or coordinate these procurements through the State Materials Management Office or Information Technology Management Office

Blanket Purchase Agreements

A blanket purchase agreement is a simplified method of filling anticipated repetitive needs. The agreement shall contain the following provisions:

1. Description of agreement: a statement that the supplier shall furnish the need during the specified period and not to exceed a stipulated dollar amount.

2. Extent of obligation: a statement that the State is obligated only to the extent of responding to authorized calls.

3. Notice of individuals authorized to place calls.

4. Delivery tickets: all shipments shall be accompanied by delivery tickets or sales receipts.

Sole Source Procurement

The determination for sole source procurement is made in writing by the Director of Procurement and authorized by the President or his designee of the University. Sole source items are those which perform a certain function which no other items are known to exist that can perform the same function, or where the compatibility of equipment, accessories, or replacement parts is the paramount consideration.

Emergency Procurement

The determination for an emergency procurement is made in writing and authorized by the Director of Procurement. Emergency procurements are permitted only when there is an immediate threat to public health, welfare, or safety such as may arise by reason of floods, epidemics, riots, equipment failures, fire loss, or such other reason as may be proclaimed by the Director of Procurement. Emergency procurements shall be made with as much competition as practical under the circumstances.

Art Procurements

Before Coastal Carolina University procures any art objects such as paintings, antiques, sculptures, or similar objects above $1,000, the University must prepare a written determination specifying the need for such objects and benefits to the State. The South Carolina Arts Commission, acting on behalf of the Budget and Control Board, shall have the responsibility to review such determination for approval prior to any acquisition.

Procurement of Furnishings Covered Under §11-35-450

1. Under §11-35-450 of the South Carolina Consolidated Procurement Code, the purchase of furniture, floor coverings, wall coverings, or any other decorative or ornamental item by a governmental body for at least one of the following uses will be reported to the Board of Trustees when the cost of the furniture, coverings, or items exceed $500:

(A) In an office or adjoining reception area utilized by the President or Vice-Presidents;

(B) In a board room or a conference room used as a board room.

2. The reports must include the item to be purchased and its price. The Board of Trustees shall approve or disapprove the purchase. These approvals will be retained in the Purchasing Department to substantiate compliance by the Materials Management Office's Audit and Certification Team.

3. All Assistant and Associate Vice-Presidents and Deans must obtain approval in advance from the President for the aforementioned purchases.

Direct Expenditure Vouchers

The Direct Expenditure Voucher (DEV) may be used for payment of the following types of expenditures by submitting a requisition and/or invoice through the proper channels to Purchasing:

A. Membership dues, subscriptions, freight, small invoices (less than $2,500).

B. Small purchases (less than $2,500) which are inappropriate, as determined by the Director of Procurement, for the purchase order process. For example, Direct Expenditure Vouchers may be used when prepayment is required by vendor, vendor offers prepayment/publication discount, or free shipping with prepayment.

C. Purchases in excess of $2,500 when the source of funds is exempt, specifically fund codes 15, 19, 22, 23, 24, 25, and 26.

D. Goods or services which are exempt from the Procurement Code and Regulations, or that are required by law.

The Direct Expenditure Voucher is not be used for the purchase of any item of equipment which is to be added to the University asset inventory. These items must be procured by the purchase order process.

State Contracts
The State has established term contracts for specific goods and services for a specified time and for which it is mandatory that all governmental bodies procure their requirements for the goods and services during the term of the contracts. Goods and services contracts are basically everything other than Information Technology related items. Information Technology contracts include personal computers, software, copiers, fax equipment, network equipment, pagers, printers, and software. The website for goods and services contracts is http://www.state.sc.us/mmo/contract/contract.htm. The website for Information Technology contracts is http://cio.state.sc.us/itmo/main.htm.

Purchasing Card Program
Coastal Carolina University is participating in the program designed for low-dollar supply purchases less than $2,500. Except for airline tickets, the card cannot be used for individual travel.

Campus Supply/Receiving/Equipment Inventory Control
Campus Supply stocks a limited number of supply items. The items are copy paper and inter-office envelopes. A Central Supply requisition form must be completed by the department.

It is University practice to direct shipments to Central Receiving (Campus Supply). This office is located at 642 Century Circle. Upon receipt of an order, the package is inspected, items verified, and the shipment is delivered to the requisitioning department.

The control of equipment inventory is the responsibility of the Supply Manager. The Supply Manager will ensure that each piece of new capital equipment is tagged and added to the appropriate departmental inventory. If the equipment is donated, the property gift record is completed in cooperation with the Controller, and the Vice President for University Advancement. The Department Head must notify the Supply Manager, in writing, of the removal of equipment from the department or from one room to another.

An annual inventory is conducted by the university and each Department Head will be given a copy of their department's inventory for this purpose. This report is sent to each department in the March and thirty (30) days is allowed for the inventory to be completed.

All obsolete or surplus equipment is disposed of according to State Surplus Property Regulations and is to be reported to the Supply Manager for proper disposal.