Procurement Services - Newest Content
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 Food Service - Equipment

Case No.: 2014-126
IFB No.: 5400007557
Dept. of Corrections
Posting Date: July 24, 2014


 Vehicles

 July 2014 Issues of SCBO

 Security Products

 Daily ULSD Off Road Prices

Look here for a list of prices beginning April 2, 2013 for Off-Road Red Dye Diesel.


 Daily ULSD/BIO Prices

State Contract for bulk Ultra Low Sulfur Diesel/Bio Diesel


 Daily Unleaded/E10 Prices

Attached are the daily prices for MMO Bulk Fuel Contracts for Unleaded.

The contract award for E10, Transport Load, Zone 4 has been suspended due to receipt of a protest. The current contract expires on July 10, 2014 so this product will not available on contract until this protest is resolved. Since it is difficult to anticipate how quickly protests will be resolved, we recommend our Zone 4 contract users be prepared to complete spot buys for transport loads of this product for 30-90 days. Please check our website periodically to see when the new contract is positioned for use.


 Certified Agencies

The following document contains an active alphabetical listing of certified agencies as of February 19, 2014. This list consists of those agencies that have certification above the baseline level of $50,000 for supplies, services, consultants, information technology, architects, engineers, or construction.


 Personal Computers Purchase-WSCA

 Output Devices

 Scanners

***EFFECTIVE TUESDAY, FEBRUARY 11, 2014***


 Servers

 Storage Products

 LP Gas Averages

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 Guidelines to Request an Increase in Procurement Certification

To request an increase in Agency Certification for any Procurement category, please provide the following information to the Materials Management Officer:

1) List of personnel and professional certifications with years of experience for your office and the Facilities Office.

2) Program area and procurement staff expertise such as printing, facilities, supplies, IT, etc.

3) Past activity for audit period you forwarded to MMO, ITMO, and OSE, with contract values.

4) Anticipated activity you would directly attribute to higher certification. Estimate how many more transactions you think you would be processing based on your certification increase.

5) Identify any anticipated special projects where increased certification would be helpful.


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 Quarterly Reporting Workbook

Use this document to electronically file the above-referenced quarterly reports:


 Management Representation Letter

The following document should be placed on agency letterhead and signed by the director of procurement, as well as the agency director or president.


 Internal Control Questionnaire

The ICQ document should be completed at the onset of the procurement audit. It is intended to disclose the agency's efficiency and effectiveness regarding internal controls.


 Commodity Codes

Guidance on how to obtain NIGP's commodity codes:


 Quarterly Reporting of Indefinite Delivery Contract Activity

The State Engineer’s Manual for Planning and Execution of State Permanent Improvements, Part II requires that all governmental entities report all activity performed under Indefinite Delivery Contracts. These reports are to be submitted to the State Engineer’s Office within one month of the end of each fiscal quarter.


 Quarterly Reporting Statutes and Regulation

Below are the Procurement Code Statutes and Regulation that require certain procurement data to be reported on a quarterly basis.

Sole Sources and Emergencies:
SECTION 11-35-2440. Records of procurement actions.
(1)(a) Contents of Records. A governmental body as defined in Section 11-35-310(18) shall submit quarterly a record listing all contracts made pursuant to Section 11-35-1560 (Sole Source Procurement) or Section 11-35-1570 (Emergency Procurements) to the chief procurement officers. The record must contain:
(i) each contractor's name;
(ii) the amount and type of each contract;
(iii) a listing of supplies, services, information technology, or construction procured under each contract.

Trade-In Sales:
SECTION 11-35-3830. Trade-in sales.
(1) Trade-in Value. Unless otherwise provided by law, governmental bodies may trade-in personal property, the trade-in value of which may be applied to the procurement or lease of like items. The trade-in value of such personal property shall not exceed an amount as specified in regulations promulgated by the board.
(2) Approval of Trade-in Sales. When the trade-in value of personal property of a governmental body exceeds the specified amount, the board shall have the authority to determine whether:
(a) the subject personal property shall be traded in and the value applied to the purchase of new like items; or
(b) the property shall be classified as surplus and sold in accordance with the provisions of Section 11-35-3820. The board's determination shall be in writing and be subject to the provisions of this chapter.
(3) Record of Trade-in Sales. Governmental bodies shall submit quarterly to the materials management officer a record listing all trade-in sales made under subsections (1) and (2) of this section.

Unauthorized (Illegal) Procurements:
19-445.2015. Ratification.
A. Upon finding after award that a State employee has made an unauthorized award of a contract or that a contract award is otherwise in violation of law, the appropriate official may ratify or affirm the contract or terminate it in accordance with this section. The contract may be terminated and reasonable termination costs, if any, may be awarded as provided in this section. The contract may be ratified and affirmed only if it is in the best interests of the State. The decision required by this subsection A may be made by the chief procurement officer, the head of a purchasing agency, or a designee of either officer, above the level of the person responsible for the person committing the act. If the value of the contract exceeds one hundred thousand dollars, the chief procurement officer must concur in the written determination before any action is taken on the decision.
B. All decisions to ratify or terminate a contract shall be supported by a written determination of appropriateness. In addition, the appropriate official shall prepare a written determination as to the facts and circumstances surrounding the act, what corrective action is being taken to prevent recurrence, and the action taken against the individual committing the act. Any governmental body shall submit quarterly a record listing all decisions required by subsection A to the chief procurement officers. A copy of the record shall be submitted to the board on an annual basis and shall be available for public inspection.

Preferences and 10% Rule:
SECTION 11-35-1220. Collection of data concerning public procurement.
The chief procurement officers are authorized to prepare statistical data concerning the procurement, use, and disposition of all supplies, services, information technology, and construction. All using agencies shall furnish these reports as the chief procurement officers may require concerning use, needs, and stocks on hand, and the chief procurement officers shall prescribe forms to be used by the using agencies in requisitioning, ordering, and reporting supplies, services, information technology, and construction. The chief procurement officers shall limit requests for information to those items necessary for the effective operation of the purchasing system, but using agencies must be required to provide information as requested.

Procurement Code
Procurement Regulations


 Instructions on Reporting

The Consolidated Procurement Code requires all state agencies (including colleges and universities) to report on a quarterly basis all Sole Source Procurements, Emergency Procurements, Trade-in Sale Procurements, Procurements involving awards based on Preferences, and Illegal (Unauthorized) Procurements. Additionally, the Materials Management Office is requesting that all Procurements involving awards to vendors using the “Ten Percent Rule” also be reported. These reports are to be submitted to MMO within one month of the end of each fiscal quarter.

All agencies are required to use the new Online Quarterly Reporting system. Please see the User's Guide linked below, which outlines the step-by-step instructions for submitting your agency's quarterly data.

E-mail Gail Skinner to get your agency's username and password or with questions regarding procedural or technical issues.


 Presentations


Slideshows from 2011 SCAGPO Annual Forum


 New Online Quarterly Reporting System

The electronic quarterly reporting system that the Materials Management Office implemented in 2007 has been replaced by a new online system. The previous system utilized a Microsoft Excel workbook in which agencies would enter their sole source, emergency, trade-in, and illegal procurement data, as well as contracts awarded due to preference applications and the ten percent rule. This document would then be e-mailed to MMO within a month of the end of each fiscal quarter.

The new online system eliminates the need to download any documents and attach them to an e-mail when submitting reports to MMO. The online system will allow agency users to submit their data via their browser, where the data will remain indefinitely. Users will have the ability to edit or delete any entry until the due date for each quarter’s activity. After the quarter has been “closed out,” previous entries will not be available to be edited, and any new entries will be automatically classified as amendments.

This online system will reduce the amount of administrative time needed to submit quarterly data. It will also strengthen MMO’s public transparency initiative. Any citizen will be allowed to log on and query a date range of previous activity from one or all agencies in the areas of sole sources, emergencies, and illegal procurements. As a result of this new system, MMO, the procuring agencies, and the general public will all be benefited.

We are excited to launch this new reporting system, and we look forward to your participation and feedback in the coming months!


 Annual Report for Sole Source and Emergency Procurements

 Annual Report for Illegal Procurements

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 APPENDIX A 1.2 - Forms for Construction Procurement and Administration

Forms have been reformatted as fillable MS documents and minor typographical errors have been corrected. OSE will continue to correct typographical errors as they are found.


 NOTICE – MEETING OF THE REQUEST FOR PROPOSAL EVALUATION PANEL

RFP # 5400007460 – Athletic Website Services
The meeting for the above-referenced solicitation will be held:
Tuesday, July 22, 2014 at 10:00 AM (ET)

The meeting will be held at:
Coastal Carolina University
Procurement Services Office, Conference Room
642 Century Circle
Conway, SC 29526


 Software