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Process information you will need to gain access to MUNIS

PROCUREMENT CODE Passed by Horry County Council; Ordinance number 02-10 It s the Law! Effective May 1, 2010; Approved Procurement Regulation; Authorized Director of Procurement to enforce compliance with such regulations ;

PROCUREMENT REGULATION Approved as an attachment to Ordinance number 02-10 Changes to Regulation must be approved by Horry County Council Resolution Procurement Directives Chief Procurement Officials County Administrator Director of Procurement Delegation of Procurement Authority

PROCUREMENT CODE, REGULATION, AND DIRECTIVES Where can I find this information? Horry County external web site on the Bids & RFPs page (Code and Regulation only); on the Procurement page http://hccafe.org/employeecorner/procureme nt/tabid/106/default.aspx.

PROCUREMENT DIRECTIVES AVAILABLE ON THE PROCUREMENT PAGE ON THE! Directive 1: Requirements for Obtaining Quotes; Directive 2: Professional Services in Tier 3; Directive 3: Surplus Property Disposal; Directive 4: Sponsorship;

PROCUREMENT GUIDING PRINCIPLES Satisfaction of Need; Best Price or Best Value Source Selection; Price Reasonableness; Maximum Practicable Competition; Remember: Keep it Transparent and Practice Ethical Procurement.

HORRY COUNTY ACQUISITION TIERS Tier 1: Surplus Property= FREE STUFF! Tier 2: Required Sources of Supply (Requirement Contracts)= MUST BUY FROM THIS SOURCE AND THIS SOURCE ONLY! Tier 3: Small Dollar Purchases($25,000.00 or less for goods and services; $50,000.00 or less for PROFESSIONAL services), Quotes, Existing Contract, Cooperative Purchasing, P-card= INFORMAL PROCESS; Tier 4: Formal Solicitations= DONE AT PROCUREMENT; GIVE AMPLE TIME! Tier 5: Emergency and Sole Source= ACA AND COUNTY ADMINISTRATOR APPROVAL REQUIRED;

PURCHASING CONSIDERATIONS Budget, Funding source, and amount Market research Procurement Method? MUST PURCHASE IN THE LOWEST TIER POSSIBLE! Documentation/Justification: Tier 5, Grants, Quotes; We are only as good as our documentation.

TIER 1- SURPLUS Requests for Surplus and to Surplus Items must be in writing. General Surplus Property Declaration Form located on HC Café under File Cabinet & Procurement. Department Head or Designee Signature Required. Free Stuff

TIER 2- REQUIREMENTS CONTRACTS Particular products and/or services can only be purchased via the given contract. Currently Horry County has 0.

TIER 3- SMALL $, COOPERATIVE PURCHASING, HORRY COUNTY CONTRACTS, P-CARDS Tier 3 S- Small $ Purchases: Up to $5,000- (1) Oral or Written Quote $5,001-$25,000- (3) Written Quotes Professional services up to 50K. Tier 3 C- Cooperative Purchasing: Cooperative Purchasing Contract Number must be included on quote from vendor. Contract will be verified by Procurement. (Note: Use of some Cooperative Contracts require prior approval from Cooperative Agency.) Tier 3 K- Horry County Contracts: Be sure to note the Horry County Contract Number on your requisition. P-cards: Standard transaction Limit related to quote thresholds and Card Usage. REMEMBER AS A P-CARD USER YOU HAVE BEEN GIVEN A DELEGATION OF PURCHASING AUTHORITY!

SNEAK PEEK @ MUNIS REQUISITION Train Environment

TIER 4: FORMAL SOLICITATIONS Negotiated Procurements: Request for Proposal (RFP), Request for Qualifications(RFQ); MORE THAN BEST PRICE! Evaluation Factors are given in Solicitation Document, Sealed Bidding: Invitation for Bid (IFB); Best Price ONLY! On AVERAGE Posting a document to Award takes 2 months for an IFB and 4 months for an RFP. This does NOT include the time it takes to develop the document prior to posting. Be sure to give Procurement time to schedule your departments need in with the needs of other department customers.

TIER 5: EMERGENCY AND SOLE SOURCE PROCUREMENTS Require the Approval of BOTH Chief Procurement Officials (Kim Massie and Chris Eldridge). Procurement requires written justification from the requesting department. Emergency Procurements- need must be satisfied immediately. NOT LACK OF PLANNING. Sole Source- ONLY permissible when a need can be satisfied by ONLY one supplier.

DETERMINING THE NEED & MARKET RESEARCH Define your need; Do your Market Research; Develop specifications and/or Scope of Services (product details); Determine delivery schedule and other required and/or desired conditions, including evaluation criteria ( best price vs best value determination)

INFORMATION THAT MUST BE INCLUDED ON YOUR QUOTE: QUOTES Vendor name, address, other contact information; Item description, quantities, unit prices, extended prices; Shipping, handling, freight charges and terms Sales tax, if applicable (indicate state); Other terms and conditions (including quote expiration date); Cooperative purchasing agreement number and associated program, if applicable (e.g. GSA contract GS-10F-0365N; US Communities contract 10-JLH-001; SC State contract 5000008961;)

HOW TO REQUEST QUOTES Decide prior to requesting any quotes if this is best price or best value. Prepare a written quote request form to be sent to all vendors you are asking to quote product/ service. FORMS AVAILABLE ON THE OR USE YOUR OWN. Be sure to provide all vendors with the same information. If it is a best value procurement, include best value evaluation criteria.

B E S T P R I C E

B E S T V A L U E Page 1 of 2 Page 2 of 2

HCG CONTRACTS Procurement Houses ALL Originals. Horry County Signature MUST be from those with delegated signature authority- If you have NOT signed to receive this authority, YOU DO NOT HAVE THIS AUTHORITY. Legal Review is required if NOT using County Contract. County Attorney requirements are available on the. Risk may need to review the contract as well. Contract review takes time- DO NOT EXPECT THIS TO BE TURNED AROUND OVER NIGHT.

SNEAK PEEK @ MUNIS CONTRACTS Train Environment

P-CARDS Delegation of Purchasing Authority; MUST follow Procurement Regulation same as any other procurement; MUST provide receipt for all purchases; NO MORE PACKETS! Weekly transaction import; Moving to daily! Sign-Offs will be done in.

SNEAK PEEK @ MUNIS P-CARDS Train Environment

E-PROCUREMENT LATE 2015 GOAL: To Make procurement processes easier; ecatalog- Horry County s Amazon ; a true shopping experience through ESM Solutions; equoting- Automated quoting process through ESM Solutions; ebidding- Formal Solicitations to be done through ESM Solutions;

FUTURE TRAININGS Check the Procurement Page on the. Check out Groupsite for training sessions Check your email- Hands on Sessions are invitation ONLY!

REMEMBER: QUESTIONS More Trainings will/are being Offered! Confused? COME BACK, ATTEND CONFUSING TRAININGS MULTIPLE TIMES, ASK FOR HELP; PROCUREMENT CAN HELP!

CONGRATULATIONS!!! YOU HAVE MADE IT THROUGH COMMODITY CODE TRAINING AND PROCUREMENT 101! REQUIRED SESSIONS TO FOLLOW WILL BE HANDS ON! YOU WILL RECEIVE YOUR INVITATION VIA EMAIL TO ATTEND HANDS ON TRAINING!

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