In accordance with Georgia law (O.C.G.A § 50-5-50 et seq.), all purchases made by Southeastern Technical College shall conform to all purchasing laws and all purchasing rules or procedures established by the Technical College System of Georgia and/or the Department of Administrative Services.
College has delegated purchase authority to directly purchase goods and services
valued at $25,000 or less.
Any purchase to a single vendor
over $25,000 must be competitively bid unless the vendor is on statewide
contract or the purchase is for goods and services that are exempt from the
purchasing guidelines set forth by the Department of Administrative Services.
The State Board must approve
any purchase valued at $125,000 or more.
If a proposed purchase exceeds
$100,000 and is for goods and services related to technology, as that term is
defined at O.C.G.A. § 50-25-1 then such purchases shall be approved by the
Georgia Technology Authority.
All purchases must follow the
appropriate order of precedence. The order is as follows:
1. Mandatory Statewide
2. State Entity Contracts
3. Georgia Correctional Industries or Georgia Enterprises for Products and
Services for products designated at mandatory.
4. Convenience Statewide Contracts (preferred products available through GEPS or
open market purchases)
Please see attached flowchart
to determine your vendor.
Determine Your Needs
The first things to consider
are what you need and when you need them. Purchase requisitions should be done
in a timely fashion in order to give the Vice Presidents time to approve the
order and the Purchasing Office time to enter the purchase order and have the
items in by the time they are needed by the employee.
- Purchases under $25,000 are
handled at the school level by the purchasing department.
- Requisitions which are over $25,000 must be competitively bid and handled by the TCSG Purchasing Office. This requires extra time to process.
- Requisitions which exceed $25,000 must be sent to the Purchasing Office at the
TCSG system office, which also requires extra time.
Determine the Supplier
Consult Purchasing to determine
if the desired items are from a mandatory source, which is a vendor from whom we
are required to order certain items.
To determine if the desired
items are to be ordered from a mandatory source, go to
to view contract listing.
If the item(s) is not found in
any of the above, it may be considered an Open Market purchase.
Steps to creating a purchase
requisition through Team Georgia Marketplace
Click "Forgot My
The system will
email you a temporary password. You will use your email address as your login
Ad Hoc approvers will be the Director of IT for any IT related item and the VP for Institutional Effectiveness for any Perkins item.
Approver - Director of IT (Paul Graham)
Director of IT will be
listed as a cart approver for all shoppers.
cart should be sent to your supervisor FIRST.
Steps to purchase
an IT related item:
Send email to
Director of IT listing what you need
Director of IT will send
you a quote for the item(s)
shopping cart based on items from that quote
Send your cart to
your supervisor, with the quote attached
approve the cart and send to Director of IT
Director of IT approves
cart and sends to VP
VP will approve and send to the Purchasing Office
Approver - VP Institutional Effectiveness (Gail Ware)
"How do I know if I have a Perkins purchase?"
budget is created prior to every fiscal year with a list of pre-determined items. Items purchased with Perkins funds must be an approved item on the Perkins budget
You will receive
email from the VP for Institutional Effectiveness or your VP if you have been approved to purchase a Perkins item
and precisely what that item is
You will locate the item or items from an approved vendor and obtain a quote. You may ask for assistance from the Purchasing Office if you need help in locating a vendor
You will click
"Add Comment" and state that this is a Perkins purchase and assign your cart to the VP for Institutional Effectiveness
Steps to purchase a Perkins budget item:
"Receive email from your VP or VP for IE stating that you have been approved to purchase a Perkins budget item
" Vendor will send you a quote for the item(s)
" Create your shopping cart based on items form that quote
" Send your cart to your supervisor and inform your supervisor that this is a Perkins purchase. Attach the quote to the shopping cart
" Supervisors approve the cart and send to the VP for IE
" VP for IE will approve and send to the Purchasing Office
If the item you
need to purchase cannot be found in the virtual catalogs, you will click
Since you won't
have a Statewide Contract vendor, you will select "Best Vendor"
Purchasing Specialist will work
with you to select the vendor once the requisition obtains the appropriate approvals
You may click the
"Add Comments" button to add comments if you have a preferred vendor or to add
any additional information
Go to the
This will be the
Team Georgia Marketplace homepage
The screen will
display a shop area and several "punch-out" buttons for vendors virtual
This will allow
you to "punch-out" to the virtual catalog(s) and select your items there
Click "Add to
Review your cart
and when ready, click "Submit"
Click "Proceed to
supervisor from the dropdown box
Your cart is now
ready for your supervisor's approval. Your supervisor will receive an email
notification that a cart is awaiting his/her approval
When you receive
email notification that a cart has been assigned to you, please review and
approve or pushback the cart as soon as possible
Sign in to
On your sceen,
you will see a link to "Carts Assigned to me"
Click this link
to see carts that have been assigned to you
The carts will be
named by the following naming convention:
Click on the cart
link that you would like to review
Review the cart.
This step allows for any quantity changes or removal of items
When you are
ready, click "Proceed to Checkout"
Cart" and select from the dropdown box
select their VP as the next approver, unless it is a Perkins or IT
In this case, the carts will be assigned to the VP for IE or the Director of IT, respectively. These ad-hoc approvers will assign cart that has been pushed to them to the appropriate VP or in the case of Perkins, directly to the Purchasing Office.
will select the Purchasing Specialist as the next approver
Click "Assign" and your cart is
now waiting on the next approver
Budget and NIGP codes will be
completed by the Purchasing Specialist once the cart arrives in her queue
Ability to see
where your cart/requisition is at all stages of approval
a PO has been created from your cart/requisition
Approval can be
done from PC, iPad, or any mobile device with internet access
reminders for carts pending approval
statewide contract shopping using virtual catalogs
delivery of POs directly to vendors
Other Information and Definitions
Based on the
Georgia Annotated Code §50-5-50 §50-5-81 (O.C.G.A § 50-5-50 et seq.), the
splitting of requirements to avoid competitive bidding or to circumvent the
Regular Delegated Purchasing Authority ($25,000) is STRICTLY FORBIDDEN.
An employee may
use his or her State Purchasing Card for purchases less than $5,000, as long as
no single item is $1,000 or greater. The procedures for obtaining
approval, as written in STC's p-card plan, must be followed prior to making a purchasing card purchase.
Further Purchasing Card procedures may be found in the Purchasing Card Manual,
which is available from the Purchasing Office or on the Intranet.
Once the order is
received, all receiving documents (packing slips, invoices, etc.) must be
forwarded to the Accounts Payable department for payment.
purchases are addressed by the Purchasing Office on an individual basis. By
definition, an emergency purchase is when emergency circumstances exist where
normal purchasing procedures cannot be utilized without extreme detrimental
effects upon the operation of the State Entity and the State's business. The
purchase should be handled by the Agency Procurement Officer or Purchasing Agent
using Open Market purchasing practices, as appropriate. Approval by the
employee's Vice President must be obtained prior to placing an emergency order,
and the Purchasing Office will assist in expediting orders to eliminate delays
in such cases.
SOLE BRAND - When
a particular brand/model is the ONLY acceptable brand that will meet
requirements and no alternates will be accepted.
SOLE SOURCE -
When a "Sole Brand" purchase is only available from ONE (1) source. Sole Source
per DOAS must be posted on the GPR for 5 business days as a Notice of Intent to
Purchases are as follows:
2 CFR 200.110 states:
A. Is a purchase where a person orders materials, equipment or items without a
PO# generated in the system
B. Is a purchase with incomplete signatures on the purchase requisition
For the procurement standards in §§200.317-200.326, non-Federal entities may continue to comply with the procurement standards in previous OMB guidance (superseded by this part as described in §200.104) for two additional fiscal years after this part goes into effect. If a non-Federal entity chooses to use the previous procurement standards for an additional two fiscal years before adopting the procurement standards in this part, the non-Federal entity must document this decision in their internal procurement policies. Southeastern Technical College has chosen to use the grace period and apply previous procurement standards for an additional two fiscal years. Therefore, Southeastern Technical College will comply with the new procurement standards set forth in §§200.317-200.326 beginning July 1, 2017.
Southeastern Technical College has elected to operate under the grace period and will comply with the new procurement standards set forth in §§200.317-200.326 beginning July 1, 2018.