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Governor declares March purchasing month

Gov. Mark Sanford declared March Public Purchasing Officials month, and so, MUSC applauds those individuals who guide the university and Medical Center in their purchasing endeavors.
 
Purchasing officials work for the public and their performance must be above reproach and without fault by public standards at all times. 
 
Public purchasing officials must be ‘jacks-and-jills-of-all-trades’ so to speak—a little bit attorney, a little bit engineer, and a little bit accountant just to mention a few. 
 
Plain and simple, the main objective of a public purchasing official is to look out for the public’s best interest; it the responsibility of these individuals to find the best product or service, at the best price, in the best time to meet a specific need. It is not always an easy task but it is always required. 
 
Public buyers accomplish this through participation in government organizations such as SCAGPO (South Carolina Association of Governmental Purchasing Officials); continuous training and education; active involvement in community civic activities; active  involvement with Small and Minority Business Enterprise; using the Internet to cut costs;  encouraging other's support; and contributing  ideas.
                             
Top 10 Purchasing Tips
1.  Contact your buyer or send purchase requisition to Purchasing before you buy.

2.  Use PCard for small one time purchases.  Refer to: What you can and can not buy on the PCard at http://www.musc.edu/procurement/Purchcard%20Program/Index.htm.

3.  Remember the buying thresholds:  Small Purchase under $1,500 no competition required; $1,500.01-$5,000 verbal quotes; $5,000.01-$10,000 written quotes; $10,000.01-$25,000 advertised quotes; $25,000.01 and above formal solicitation.

4.  Information Technology purchases:  IT purchases may be subject to approval by the OCIO governance procedures, refer to Guidelines for Acquiring Information Systems at http://www.musc.edu/ocio/purchasing/index.shtml.

5.  Please plan for your purchases.  The following minimum time allowances for processing with proper supporting documentation:  Up to $1,500 (without competition) 1-3 days; $1,500.01-$5,000 (three verbal or written quotes) 3-5 days; $5,000.01-$10,000 (three written quotes) 5-10 days; $10,000.01-$25,000 (advertised formal written quotes) 15-30 days; $25,000.01 and above (formal bid by Purchasing) 45-60 days; RFP’s 60-120 days.  Contracts in excess of $50,000 require an additional 16 day Intent to Award period; Payment of invoices by Accounts Payable three to five  days after receipt of invoice and departmental receiver.

6.  MUSC must utilize state contracts. Visit http://www.state.sc.us/mmo/contract/contract.htm  and http://cio.state.sc.us/itmo/contract/itsclist.htm.

7.  Include all documentation with purchase requisition; vendor quote, vendor  address,  telephone/fax number, TIN (tax identification number), etc.  Include departmental contact, telephone/fax number, ship to address and fill in return copies to section. Don’t forget to sign the purchase requisition.

8.  Don’t forget to update your SmartStream Ship-To-Address when you move or the departmental contact changes. You may do this at http://www.musc.edu/procurement/

9.   Never sign a vendor contract or quotation. All documents must be reviewed by general  counsel and can only be signed by those individuals with authority to bind the university in a contract, Purchasing, VP’s, etc.

10.  When in doubt or need additional information, call your buyer or 792-4521.
   

Friday, March 31, 2006
Catalyst Online is published weekly, updated as needed and improved from time to time by the MUSC Office of Public Relations for the faculty, employees and students of the Medical University of South Carolina. Catalyst Online editor, Kim Draughn, can be reached at 792-4107 or by email, catalyst@musc.edu. Editorial copy can be submitted to Catalyst Online and to The Catalyst in print by fax, 792-6723, or by email to catalyst@musc.edu. To place an ad in The Catalyst hardcopy, call Island papers at 849-1778, ext. 201.