BASED ON POLICY NUMBER AND TITLE:
2-12-0 EPA4: FINANCIAL CONDITION
PURPOSE: To assure efficiency and economy in purchasing supplies and equipment for all aspects of the College's operations.
- Requisition Processing
A need for a good or service is communicated to the Procurement Department to set the procurement procedure in motion. A requisition is used to establish requirements and begin the procurement process.
- Forwarding Requisition
The Requesting Department shall enter a requisition in the college's eProcurement system, which shall be approved by the appropriate Budget Administrator.
The Procurement Department cannot process requisitions that have not been approved or for which there are insufficient funds in the budget pool.
- Preparation of Purchase Order
The Procurement Department will convert the requisition into a purchase order by following the competitive pricing procedures defined in the South Carolina Consolidated Procurement Code.
- All purchases estimated to be $10,000.00 or above require some form of competitive pricing from responsible vendors. Competitive pricing is required except in emergencies, when a term contract is in place or when items have been declared a sole source.
- Emergencies: An emergency purchase is defined as one made necessary by a sudden, unexpected turn of events beyond the control of the College in normal conduct of its business. Included are events involving immediate threat to health, welfare, critical economy and efficiency or safety which can be rectified only by the immediate purchase of specific goods or services. The emergency procurement is limited to goods or services necessary to mitigate the immediate emergency situation only.
- Term Contract: A Contract has been established by the state's Material Management office and is in effect for a specific term.
- Sole Source: A good or service that is required by the college for which only one source exists.
- Other: In instances where valid reasons dictate selecting a particular make or model of a product (i.e., must be compatible with existing equipment; must meet certain standards, etc.) the budget administrator will prepare and approve a written justification through the college's eProcurement system that will become part of the purchase order file. Competitive prices may be possible through vendors authorized to sell the specific product.
- Split Orders: Requestors must not split orders to circumvent the requirements for competitive pricing.
- All purchases under $2500.00 will be made by the college's Procurement officers unless otherwise delegated by the Procurement Department, utilizing acceptable procurement methods to ensure the best interests of the College are served.
While purchases above $5,000.00 but less than $10,000.00 do not require formal competition, the procurement file must show that the price included on the requisition is fair and reasonable. The requestor will, through market research, determine that a price is fair and reasonable and mark the requisition accordingly. Requisitioner may also attach 2 price references with the requisition:
- One price should be a written quote for firm pricing from the vendor listed on the requisition
- Additional price reference(s) may consist of a written quote, or internet or catalog pricing from an additional vendor or vendors.
Procurements of $10,000.00 and above require formal competitive solicitations in accordance with the South Carolina Procurement Code.
Signature on the purchase order by the Procurement Director or designated Buyer or issuance of the order through the eProcurement systems deems that the price has been determined to be fair & reasonable.
- Processing Time
A certain amount of time is required to process each purchase requisition. Below are general lead times. They may vary, depending upon the particular procurement:
- Under $5,000.00 1- 3 days
- $5,000.01 - $9,999.99 7-14 days
- $10,000.00 - $50,000.00 21 days
- $51,000.00 - $99,000.00 30 days
- $100,000.00 - $500,000.00 45 days to 6 months depending upon the complexity of the procurement and the procurement method required.
- All Procurements above the Procurement Department's certified limit of $750,000.00 for goods and services and $350,000.00 for Information Technology will be forwarded to the state's Material Management office for processing. Allow 60 to 180 days for this process.
- If an emergency exists, the Procurement Office will take appropriate action.
Some items can be delivered within one (1) day after the purchase order is received, other items will require as much as one hundred twenty (120) days or more for some specialized supplies or equipment. This time is in addition to the requisition processing time and should be planned for by the individual originating the requisition. If there is a question or problem concerning delivery time of an item contact the Procurement Department.
Funds encumber when purchase orders are issued and exported into the college’s ERP system. The eProcurement system checks for available budget at the time that the requisition is submitted and again just prior to issuing the purchase order.
- Purchase order distribution
Purchase orders are faxed or emailed directly to vendors from the college's eProcurement system. Requestors can view orders both in the eProcurement system and in the college's ERP system.
- Vendor's Response to Receipt of Purchase Order
Upon receipt of purchase order, the vendor should ship the order to the college's Receiving area, unless otherwise directed by the Procurement Department, include a packing list and send the invoice to the Accounts Payable office. The Accounts Payable staff enters invoices and make payments through the college's ERP System.
- Receipt of Goods
Receiving department personnel, unless otherwise directed, opens and inspects the purchase order shipments. The Receiving personnel will post the items as received in the college's ERP purchasing system and deliver the shipment to the Requester.
- Requestor shall notify Receiving personnel within two days if goods are not acceptable or there are any other problems with the order. Otherwise the invoice will pay and the purchase order will close.