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Procurement for CCU Faculty and Staff


Procurement Process

A prospective purchase falls into a category of goods (goods/services, ITS, computers, copiers, furniture, etc.), state contract status (is or isn’t on one), and dollar amount (less than $5,000, between $5,000 and $10,000, $10,000 or more). These three factors determine the process of purchasing.

Specific Purchases

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    Cell Phones

    Cell phone contracts are negotiated through Information Technology Services. Call 843-349-2084 for instructions.

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    Computers, Software, Printers, and Cartridges 

    What is the procedure for ordering a computer?

    Submit a ticket to the ITS Help Desk to request assistance. An ITS representative will provide a quote for you to ensure you receive state contract pricing. Attach the quote to your requisition and submit to Procurement Services.

    What is the procedure for ordering software?

    Submit a ticket to the ITS Help Desk to request assistance. An ITS representative will provide a quote for you to ensure you receive state contract pricing. For a purchase order, attach the quote to your requisition and submit to Procurement Services. You also have the option to place the order with your P-card and attach the quote to your invoice.

    What is the procedure for ordering a printer?

    Submit a ticket to the ITS Help Desk to request assistance. An ITS representative will provide a quote for you to ensure you receive state contract pricing. If the price is less than $500, including tax, you can opt to place the order with a P-card and attach the quote to your invoice. If the price exceeds $500, attach the quote to your requisition and submit to Procurement Services.

    State Contract Vendors for Printer Toner

    (Please note that inkjet cartridges are not under state contract at this 
    time and can be ordered from preferred vendor Forms & Supply Inc 
    FSI)

    CONTRACT PRICING FOR PRINTER TONER  

     

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    Remanufactured Toner Cartridges

    Remanufactured Toner Cartridge Pricing

    The State Term Contract is for Remanufactured Toner Cartridges.
    Solicitation Number: 5400000908

    Note: If the part number is not listed on the price lists, it is not under contract.

    There are three suppliers that you may order from:

    • Dove Data Products, Inc. - Lexmark, Brother
    • DuraLine Imaging, Inc. - Dell
    • Laser Print Service - HP

     

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    Copiers

    Who is my contact?

    Copiers and related services are provided through statewide contracts. Contact Steven Glenn in Procurement Services with any questions at 843-349-2736 or by email.

    What is a Cost per Copy?

    Cost per Copy is a program that maximizes savings by combining the equipment (copiers and accessories), services and supplies (except paper and staples) into one low cost. The contract is a "Cost per Copy" contract. This means that the University pays only for the number of copies made on each machine, rather than purchasing or leasing the machines themselves. The contractor owns the machines and is responsible for all maintenance and supplies, such as toner and toner cartridges, and service. Paper and staples are not included in the contract. All copy machines must maintain a 95 percent minimum available working time "uptime" (i.e., the machines must be operational 95 percent of the time).

    Why the Cost per Copy approach?

    A Cost per Copy approach provides an agency with a standardized low-cost copy program. The agency will receive the best value for the Cost per Copy contract's leveraging of multiple contractors. By consolidating the State's copier needs into one contract, the University is able to take advantage of the State's agency combined purchasing power for the maximum level of services at lower costs.

    What are the cost and benefits?

    The Cost per Copy contract provides for a fixed price, regardless of the number of copies made, which includes: all supplies such as copy toner (except paper and staples), all parts and services (service times are guaranteed), a machine loaner (if required), dedicated service personnel, and ongoing unlimited support. By using Cost per Copy, funds to purchase new machines are saved. Equipment is upgraded through the program. In determining whether a replacement/upgrade is to be made, a review is made of the copier’s performance, age, downtime, service history, copy volume and copying requirements. Procurement Services will work closely with departments and the contractor to manage the Cost per Copy services.

    How do I know the current copy count and where can I check my copier's meter reading?

    Copy counts/meter readings are taken periodically by each department or upon request by the contractor. Instructions for obtaining the copy per specific machine can be provided by the contractor.

    How are supplies and services obtained?

    All supplies/parts – toner, belt, drum, and services (except paper and staples) – can be obtained by contacting the contractor. Indicate the department name, location, machine make and model number. Delivery of supplies will be made directly to the ordering department by the contractor.

    Required documentation to obtain a copier:

    A Purchase Requisition and a quote from the vendor must be forwarded to Procurement Services. The requisition requires the signature of the department budget officer and ITS.

    Authorized Partners, Product Resellers, and or Product Distributors Statewide Cost per Copy contract awardees may have identified regional authorized partners, product resellers, and/or product distributors. The Cost per Copy statewide term contract awardees are the only authorized vendors to provide the products and for invoice submissions and subsequent payment collections.

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    Furniture and Case Goods

    Per the requirements of the annual South Carolina Appropriations Act, the University shall first consider the goods and services offered through the South Carolina Department of Corrections – Prison Industries program when purchasing goods and services. Prison Industries offers a wide selection of furniture, case goods, and seating, as well as framing and furniture upholstery services. Links to catalogs from Prison Industries are available below.

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    Purchase of Electronic Applications

    New technologies, such as the Apple iPhones®, iPads®, and Blackberries®, have business applications available for purchase to enhance the functional abilities of the device for business-related use. Most of these applications require the user to establish a personal account to facilitate the purchases. The purchases require the buyer to check a box accepting certain legal terms and conditions before the application can be downloaded. These terms and conditions contain clauses related to such things as choice of law and indemnification that cannot be accepted by South Carolina public institutions.

    Due to the potential issues created by the above circumstances, the use of the University Purchasing Card (P-card) or other direct payment methods to purchase electronic applications is prohibited.

    In order to purchase business-related applications via personal accounts (such as iTunes®), users are required to utilize personal credit cards and request reimbursement from the University using the Personal Reimbursement form (CCU-AP9.02/11). Purchases also require the prior approval of an ITS representative or the designated Information Resource Consultant (IRC).

    It should be understood that the user and not the University will be accepting the terms and conditions that are required for the purchase and prior to the download of the application.

    In addition, due to the ability to move applications from University-owned devices to personal devices, users requesting reimbursement will be required to sign a statement indicating that if the application is moved from a University-owned device due to termination of employment for any reason, the user will reimburse the University for the purchase. Department budget officers will be responsible for overseeing these requirements upon termination of the individual's employment.

    As applicable to all other situations, the purchase of goods or services for personal use using University funds is prohibited.


Procurement Bands

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    Over $10,000

    If the good/service needed for purchase is an inventoriable item, involving a vendor-provided contract or agreement, and/or costs over $10,000, follow the guidelines below:

    • Prepare a Purchase Requisition.
    • Attach quotes and other supporting documentation.
    • Obtain approvals of budget officer and vice president, dean, department chair, ITS, Sponsored Programs and Research Services, as required.
    • Forward approved Purchase Requisition and supporting documents to Office of Procurement and Business Services.
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    On State Contract and less than or equal to $5,000

    If the good/service is on state contract and costs $5,000 or less, follow the guidelines below:

    • Prepare a Purchase Requisition.
    • Obtain approvals of the budget officer and vice president, dean, department chair, ITS, Sponsored Programs and Research Services, as required.
    • Purchase with P-Card if the authorized limit is sufficient and an allowable P-Card expense.
    • OR
    • Place the order with the vendor.
    • Obtain invoice; include budget account number directly on the invoice and obtain approvals of the budget officer and vice president, dean, department chair, ITS, grants, as required; send directly to AP for processing.
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    Off Contract and less than or equal to $5,000

    If the cost is $5,000 or less, follow the guidelines below:

    • Does the price meet fair and reasonable guidelines? If not, seek other sources of supply.
    • Prepare a Purchase Requisition.
    • Obtain approvals of the budget officer and vice president, dean, department chair, ITS, Sponsored Programs and Research Services, as required.
    • Purchase with P-Card if the authorized limit is sufficient and an allowable P-Card expense.
    • OR
    • Place the order with the vendor.
    • Obtain invoice; include budget account number directly on the invoice and obtain approvals of the budget officer and vice president, dean, department chair, ITS, Sponsored Programs and Research Services, as required; send directly to Accounts Payable for processing.
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    Off Contract between $5,000 and $10,000

    If the prospective purchase is between $5,000.01 and $10,000, follow the guidelines below:

    • Prepare a Purchase Requisition
    • Obtain minimum of 2 price references, in addition, to quote to meet fair and reasonable guidelines
    • If additional references are not available; send an explanatory email to Office of Procurement and Business Services for approval OR receive approval from OPBS that the price is fair and reasonable.
    • Obtain approvals of budget officer and vice president, dean, department chair, ITS, Sponsored Programs and Research Services, as required
    • Purchase with P-Card if the authorized limit is sufficient and an allowable P-Card expense.
    • OR
    • Place order with vendor
    • Obtain invoice; complete Direct Payment Authorization (DPA); attach form and supporting documentation; send directly to AP for processing
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    On State Contract and between $5,000 and $10,000

    If the good/service is on state contract and between $5,000 and $10,000, follow the guidelines below:

    • Obtain approvals of budget officer and vice president, dean, department chair, ITS, Sponsored Programs and Research Services, as required
    • Purchase with P-Card if authorized limit is sufficient and an allowable P-Card expense
    • OR
    • Place order with vendor
    • Obtain invoice; complete Direct Payment Authorization (DPA); attach form and supporting documentation; send directly to Accounts Payable for processing

State Contracts

For additional information regarding procurement, call 843-349-2189.

Through competitive solicitations conducted by the South Carolina Division of Procurement Services, statewide contracts have been awarded on a variety of goods and services. When such a contract exists for a needed good or service, and as a state agency, Coastal Carolina University is required to purchase the good or service through the contract and from the awarded vendor.

In addition, state agencies are required to seek as a first source the goods and services offered by the South Carolina Department of Corrections, Division of Prison Industries.

State Contract Links