Procedures for Preparation of Requisitions | State of South Carolina Purchasing Card Program This manual is for general use of University personnel to comply with purchasing policies and procedures. It is not intended to inform the general University population of the technical and/or legal requirements of Purchasing in such technical processes as contracts, bidding procedures, etc. in some instances departments must furnish technical data to ensure that the department receives satisfactory materials to accomplish its intended purposes and mission (s). Accordingly, users of this manual have an obligation to check with Purchasing at all times to ensure that any information contained herein is current. Purchasing will initiate and distribute any changes in policies and procedures contained herein resulting from university, S.S. Consolidated Procurement Code, or legal changes without notice to departments. All competitive procurements above $25,000.00 must be advertised at least once in the “South Carolina Business Opportunities” publication or through a means of central electronic advertising as approved by the Office of General Services. Governmental bodies may charge vendors the cost incurred for copying and mailing bid or proposal documents requested in response to a procurement advertised in the “South Carolina Business Opportunities” publication.
These policies and procedures have been made as simple as possible and meet the requirements of State South Carolina laws, policies of the S.C. Consolidated Procurement Code and adopted University policies, good business practice, and special requirements adopted from time-to-time by various agencies from which the University secures funds for special programs. These procedures are meant to cover most cases involving procurement for South Carolina State University, and are generally consistent with those of similar State institutions of higher education.
The university considers its vendors to be valuable assets. It attempts to administer buying practices within established policy so that all suppliers are considered and dealt with ethically. The best ones will be awarded shares of the services rendered and ultimate, long-range benefit to the University as a whole.
All saving, including cash discounts, achieved by combining purchases, using buying power of the University as a whole, or in developing larger quantities per order by the cooperation of any department, as well as with other institutions under the governance of the Commission of Higher Education, will benefit the departmental or project budget which provides the funds for purchases. Standardization and simplification of products and procedures also may result in substantial and repetitive savings to the individual department budget.
The purchasing function as defined by statutes is intended to include the total supply and/or materials management concept involving such related activities as central receiving, inspection, inventory control, and disposal of surplus or unusable stocks of materials and equipment.
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Procedure for Preparation of Requisitions
Contact the Office of Procurement Services before starting any requisition that may require bids, or a request for proposal.
THE OFFICE OF PROCUREMENT SERVICES HAS BEEN TASKED WITH THE RESPONSIBILITY OF PROCESSING ALL QUOTATIONS/BID SOLICITATIONS.
1. Determining the need for goods or services.
A requisition request for goods or services is a process to be utilized in acquiring products and contractual services.
A contract for contractual or professional services or for specialized products between the University and the contractor is an agreement containing the statement of work, goods, and services to be delivered, the timetable, and the responsibilities for the services to be provided.
Electronic requisitions (on-line) $1,500.00 or less including freight/shipping charges except Forms and Supply should be entered in the FRS system by using the Purchasing System Quick Reference Card after completion of the on-line training. (See Appendix A)
Approval when the requisition has been approved by the department head or authorized personnel the Purchasing Department will transfer the requisition to a purchase order. The purchase order is signed by the Director Procurement Services or his designee and mailed to the vendor.
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2. Hard Copy Requisitions
Departmental Requisitions these requisitions are issued for charges or service rendered by departments within the University. (i.e., Bookstore, Food Service, Printing Service, IT Services, etc.)
Office Supply Requisitions (Forms and Supply) should be submitted on a paper requisition due to an unlimited purchasing dollar amount for items on state contract. When an open purchase order is established this purchase order can be amended at any time during the fiscal year if funds are available.
Regular Requisitions $1,500.01 and above should be submitted to the Office of Procurement Services along with detailed specifications or other information necessary to solicit quotations as outlined under small purchases less than $25,000.00.
Approval-Requisitions should be signed by the initiator/requestor, and approved by the Department Head, Dean and the Assistant to the President and/or applicable Vice President or their designee. Such approvals must be obtained prior to sending the requisitions to the Office of Procurement Services to avoid delay. Further, if the requisition is to be charged to a sponsored account, it must be cleared through the applicable research, and/or grants office. The department head in charge of the account(s) supporting the expenditure is responsible for the legitimacy of the expenditure.
Direct Expenditure Requisitions are designed for handling and authorizing nominal payments for contribution and dues, subscriptions renewals, membership fees, honorariums, scholarships, stipends, telephone and telegraph bills utilities, student earnings, US Post Office rentals, Postage freight and express bills, oil company credit card charges for gas, oil and jet fuel, and miscellaneous contractual services that would be impractical on a purchase order. However, a statement of indebtedness must accompany the requisition. (Direct Expenditure requisitions are not to be used for payment of invoices for equipment, supply purchases, contractual services, personal services payment, or repairs). The requisition should include a description of the charge, the appropriate invoices), and all approvals a normal requisition. These purchase actions must be strictly controlled and monitored to ensure compliance with applicable federal and state laws and regulations in all cases.
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Check With Requisitions when determined and documented that it requires a prepayment the ordering department should request that a check be prepared to accompany, the purchase order. This process is done by completing the requisition form in the normal procedure and in a clearly visible place in the description area of the requisition type the phrase “check with order”. Accompanying the requisition:
Change Order Requisitions any alteration in specifications, delivery point, period of performance, price, quantity, or other provisions of any contract. The Procurement Office is authorized to approve a price change of increase as long as the increase does not exceed 10% of the total cost. (Does not apply to restricted funds. All change orders on restricted funds will be communicated with the responsible person). If the price increase is more than 10% of the total order, the authorization of shipment will be made by the requestor to the Office of Procurement Services by telephone or written confirmation. If the 10% increase causes the price to exceed the small purchase amount then transaction is subject to the bid process. Procurement is not authorized to make any other changes without written approval from the requestor and Vice President. Any changes made that are not in accordance with change order policy will be considered unauthorized, and must be approved by the Vice President for Finance and Management, the President or his designee.
Contract Requisitions the responsibility and authority to sign rental maintenance agreements, or other contract documents is delegated to the President, the Vice President for Finance and Management, or his designee. Unauthorized personnel who sign contracts which commit the University may be assuming personal liability for the commitment (other contracts i.e. personnel services, lease/operating capital) purchase order (contract) will be signed by the Director of Procurement Services or his designee.
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Specifications
The requisitioning department is responsible for furnishing specifications for the supplies, equipment, or services requested on the requisition form (Please type on a plain sheet of paper). The requisitioning department is also responsible for submitting a suggested list of qualified vendors. In cases where term contracts have been established by Materials Management Division of General Services, reference must be made to the applicable State Contract number. After bids are opened, the requestor will be given the opportunity to review the bids and sign statement of award letter prior to the issuing of the purchase order. A purchase order will be issued to the Vendor, a copy of which will also be sent to the requisitioning department for its files. Any inquiries concerning the transaction must refer to the purchase order number. (See Appendix A)
Budget Class Codes separate requisitions are required for each expenditure object code.
Processing Time for local purchases, departments should normally place orders at least ten (10)days in advance of the date on which the items are required. On out-of-town purchases, at least thirty (30) days advance notice is advisable to assure delivery on time. In requisitioning equipment and furniture at least two months delivery time should be anticipated.
The Office of Procurement is located in the Crawford-Zimmerman Service Complex and is open daily, Monday through Friday from 8:30am to 5:00pm. The on line requisitions system and the Purchasing Card have been put in place to eliminate last minute processing of requisitions walk-in requisitions, etc.
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The State of South Carolina Purchasing Card Program
As an Agency of the State of South Carolina, the University is participating in the program designed to help you better manage a low-dollar supply purchases and bring many benefits to you the University and our vendors.
The Purchasing Card is a Visa credit card issued by Bank of America. It is a fast, flexible new purchasing tool which offers an alternative to the existing University processes and provides an extremely effective method for purchasing and paying for supplies with a total of $1,500.00 or less, except for specified departments where various limits are assigned.
The Visa Purchasing Card will enable you to purchase non-restricted commodities by telephone or in person, directly from the vendors, however, funds must be available in your budget for payment.
The success of the Purchasing Card Program and its continuing use depends on your participation and cooperation. Cards are issued upon request by the department.
Small Purchases
Authority. The following small purchase procedures may be utilized in conducting procurements for governmental bodies that are less than $25,000.00 in actual or potential value. Any agency may conduct its own procurement under $5,000.00 in actual or potential value, and any agency that has received procurement certification pursuant in Section 11-35-1210 to handle the type and estimated value of the procurement may conduct the procurement under its own authority in accordance with the procedures prescribed herein; provided, however, that procurement requirements shall not be artificially divided by governmental bodies so as to constitute a small purchase under this section.
Competition and Price Reasonableness.
Purchase Not in Excess of $1,500.00. Small purchases not exceeding $1,500.00 may be accomplished without securing competitive quotations if the prices are considered to be reasonable. The purchasing office shall annotate the purchase requisition: ‘Price is fair and reasonable’ and sign. Such purchases shall be distributed equitably among qualified suppliers. When practical, a quotation will be solicited from other than the previous supplier prior to placing a repeat order. The administrative cost of verifying the reasonableness of the price of purchase not in excess of may more than offset potential savings in detecting instances of overpricing. Therefore, action to verify the reasonableness of the price need be taken only when the procurement officer of the governmental body suspects that the price may not be reasonable, e.g., comparison to previous price paid, personal knowledge of the item involved.
Purchases from $1,500.01 to $5,000.00. Solicitations of verbal or written quotes from a minimum of three qualified sources of supply shall be made and documentation of the quotes attached to the purchase requisition. The award shall be made to the lowest responsive and responsible source.
Purchases from $5,000.01 to $10,000.00. Solicitation of written quotes from a minimum of three qualified sources of supply shall be made and documentation of the quotes attached to the purchase requisition. The award shall to the lowest responsive and responsible sources.
Purchases from $10,000.01 to $25,000.00. Written solicitation of written quotes, bids, or proposals shall be made. The procurement shall be advertised at least once in the South Carolina Business Opportunities publication or through a means of central electronic advertising as approved by the Office of General Services. 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.
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Protest Rights. The provisions of Section 11-35-4210 shall not apply to contracts awarded under the procedures set forth in this section.
Sole Source Procurements.
A contract may be awarded for a supply, service, or construction item without competition when, under regulations promulgated by the board, the chief procurement officer, the head of purchasing agency, or a designee of either officer, above the level of the procurement officer, determines in writing that there is only one source for the required supply, service, or construction item. These regulations must include the requirements contained in this paragraph. Written documentation must include the determination and basis for the proposed sole source procurement (See Appendix A). Any delegation of authority by either the chief procurement officer or the head of a governmental body with respect to sole source determinations must be submitted in writing to the materials management officer. In cases of reasonable doubt, competition must be solicited. Any decision by a governmental body that a procurement by restricted to one potential vendor must be accompanied by an explanation as to why no other will be suitable or acceptable to meet the need. Any violation of these regulations by a purchasing agency shall, upon recommendation of the Office of General Services with approval of the majority of the Budget and Control Board, result in the temporary suspension not to exceed one year of the violating agency’s ability to procure supplies, services, or construction items under this section.
Emergency Procurements.
Notwithstanding any other provisions of this code, the chief procurement officer, the head of a purchasing agency, or a designee of either officer may make or authorize others to make emergency procurements only when there exists an immediate threat to public health, welfare, critical economy and efficiency, or safety under emergency conditions as defined in regulations promulgated by the board; and provided under the circumstances. A written documentation of the basis for the emergency and for the selection of the particular contractor shall be included in the contract file. (See Appendix A)
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Consultant Services.
Consultant services shall be obtained using the small purchase or competitive purchasing procedures as appropriate unless specifically exempted by the Procurement code.
Departments requesting consultant services should submit a properly completed purchase requisition which contains the following information:
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