Understanding Clemson University Procurement policies and the services offered by the Procurement Services Division can be a challenge. We hope this information can provide our vendors with a ready reference to those who do business with Clemson University. If you have any questions or concerns, please call our office.
Michael Nebesky
Director of Procurement
Procurement Division
Administrative Services Building
Silas Pearman Blvd
Box 345365
Clemson, SC 29634-5365
864/ 656-2067
FAX 864/ 656-2394
ABOUT PROCUREMENT SERVICES
Clemson University operates a centralized procurement and materials management system which includes responsibility for purchasing, receiving and delivering the materials and services provided to the University community by vendors. Procurement Services exists to assist faculty and staff with the acquisition of goods and services. Its objective is to procure goods and services of the proper quality, at the appropriated time, in the proper quantity, at an economical price, from the correct source.
PARKING
Visitor parking is available at the Administrative Services Building. These spaces provide the vendor's representative with quick access to the Procurement Services Division. One-day visitor parking permits are available at the Visitors Center, 111 Daniel Drive, or the Police Department in Memorial Stadium.
OFFICE HOURS AND APPOINTMENTS
The Procurement Services Division is open from 8:00 AM to 12:00 noon and from 1:00 PM to 4:30 PM Monday through Friday, except on designated University holidays. While appointments are not required with the Procurement Officers, it is to the vendor's advantage to make an appointment in advance so uninterrupted discussions may be held.
DIRECT CONTACTS WITH DEPARTMENTS
Direct discussions between the vendor's representative and potential users in the departments are encouraged. Product demonstrations can be arranged, through coordinating with the Procurement Services Division for rental space. While the Procurement Services Division does not expect the vendor's representative to coordinate visits through them, we do ask to be kept informed of potential sales that appear imminent. This enables us to approach the purchase as a team to ensure the user's needs are met, competitive bids are obtained, vendor requirements are considered, and purchasing guidelines are followed. Vendors are cautioned that only Procurement Officers are authorized to issue written or confirming purchase orders. Failure to follow these procedures will result in delayed payments or the return of material to the vendors.
SMALL PURCHASES
Orders not exceeding $2500 may be purchased directly by the departments using a Direct Purchase Voucher, unless expressly exempted under University regulations. *CAUTION: All other orders must be processed electronically on a Purchase Requisition. Clemson University will not be responsible for orders over $2,500 that have not been approved by the Procurement Services Division.
*Orders may not be split to achieve this requirement.
THE PROCUREMENT PROCESS
All orders received by the Procurement Services Division are processed similarly. When received, each is reviewed for accuracy and completeness. Erroneous or incomplete orders are returned to the department for correction. The remainder are processed according to procedures outlined in the South Carolina Procurement Code, approved for purchase by a Procurement Officer, and finally, distributed to the vendor.
REBATES AND REFUNDS
Vendors occasionally offer rebates and/or refunds for products sold. Clemson University intends to seek these rebates when practical. All rebate/refund requests received for items/services purchased by Clemson University, must be issued/payable to Clemson University. Vendors should never honor rebate/refund requests payable to an individual. Contact Mike Nebesky. in the Procurement Services Division to report any such incident.
GOVERNING STATE LAW
By law, all purchases of goods and services shall be governed by the laws of the State of South Carolina.
TAXES
As a state entity, Clemson University is exempt from federal taxes. If an item is exempt from state taxes, an exemption certificate will be furnished.
FEDERALLY DEBARRED VENDORS
Being a recipient of federal funds, Clemson University strives to adhere to all requirements of federal regulations.
When Clemson University is notified of debarred vendors, those vendors are not allowed to do business with Clemson University, until such time Clemson University is notified that the vendor has been reinstated.
The list of federally debarred vendors may be found at http://epls.arnet.gov
ETHICS
Since public employment is a public trust, procurement decisions are made solely on the basis of the South Carolina Consolidated Procurement Code. University employees are prohibited from accepting, directly or indirectly, any rebate, gift, money, or anything of value, or any promise of future reward or
compensation.
CODE OF ETHICS
The Clemson University Procurement Services Division subscribes to the Code of Ethics of the National Association of Educational Buyers.
- Give first consideration to the objectives and polices of my institution.
- Strive to obtain the maximum value for each dollar of expenditure.
- Decline personal gifts or gratuities.
- Grant all competitive offers equal consideration insofar as the established
polices of my institution permit and regard each transaction on its own
merits. - Conduct business with potential and current suppliers in an atmosphere of
mutual confidence and integrity, void of intentional misrepresentation. - Demand honesty in sales representation whether offered through the medium
of a verbal or written statement, and advertisement, or a sample of the
products. - Use only by consent original ideas and designs devised by one vendor for
competitive purchasing purposes. - Be willing to submit any major controversies to arbitration or other third
party review, insofar as the established policies of my institution permit. - Accord a prompt and courteous reception insofar as conditions permit to
all who call on legitimate business missions. - Cooperate with trade and industrial associations, governmental and private
agencies engaged in the promotion and development of sound business methods. - Foster fair, ethical and legal trade practices.
- Counsel and cooperate with members and promote a spirit of unity among them.