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Horry County Guidelines for Purchasing Athletic Equipment and Supplies

Horry County Guidelines for Purchasing Athletic Equipment and Supplies. PROCUREMENT. Centralized system for the acquisition of goods, services and construction Cost effective Must comply with HCS Procurement Code *South Carolina Business Opportunity. $1 - $1,500

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Horry County Guidelines for Purchasing Athletic Equipment and Supplies

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  1. Horry County Guidelines for Purchasing Athletic Equipment and Supplies

  2. PROCUREMENT • Centralized system for the acquisition of goods, services and construction • Cost effective • Must comply with HCS Procurement Code *South Carolina Business Opportunity • $1 - $1,500 No quotes or approval required • $1,500.01 - $5,000 3 verbal or written quotes – taxes do not count toward total/shipping and freight does • $5,000.01 - $10,000 3 written quotes from qualified vendors • $10,000.01 - $25,000 Must be advertised at least once in SCBO*/can solicit to particular vendor but must also be advertised • $25,000.01 and over Must be advertised in SCBO and must be a sealed bid

  3. Purchase Requisitions and Purchase Orders Purchase Requisition • When the need arises, a hand written request is submitted to the Athletic Director (AD) • Requisition forms can be found on the HCS Website • Once approved by AD, form is submitted to Principal then to the Book Keeper for processing and for online submittal • Purchase order is then created by Procurement Services Purchase Order (PO) • Legal Contract – legal contract between HCS and the vendor to provide goods or services in return for payment • Completes POs - $1500 < Dispatched electronically to Book Keeper for Principal signature and disbursement to vendor • POs >$1,500.01 Printed in Procurement Services • approval signature secured - Faxed back to BK or sent to vendor

  4. Types of Purchase Orders Line Item PO (preferred) • Specifically itemized with the quantities and descriptions of items desired Purchasing Cards • Approval from Principal for AD • Card and Receipt must be returned to BK Blanket Purchase Orders • Designed to be issued when a maximum “not to exceed” amount is known, but more than one shipment or pick-up of items may be necessary, thus resulting in multiple payments

  5. Annual Athletic Budget Head Coach’s Responsibilities • Responsible for making budget requests in areas of: • Supplies • Insurance • Officials • Security • Transportation • Equipment • Rentals • Repair and Maintenance • Travel • Dues/Fees Factors for developing a budget • Current inventory of uniforms and equipment • Condition and age of existing equipment • Uniform rotation in place • Number of teams and athletes in the program • Equipment rule changes • Projected long range needs of the program • Projected gate revenue • Projected assistance from Booster club • Previous years’ actual revenue and expense accounting

  6. Booster Club As a head coach of a varsity sport, my entire budget is used up on travel. I only get about $600 a year. In the past, my team fund raised between $4,500 - $7,100 each season. This money was placed in a general fund, but earmarked for the individual sport. This money was used for new warm ups, travel expenses, practice facility time and other equipment issues. The Booster club now controls all the money. On Tuesday, I had to present a preliminary budget (a.k.a. “Wants and Needs” list. The AD has very little say as to where the money is spent when it comes to Booster expenditures. The Booster Club submits the purchase requisition to the AD along with a check for the funds, who in turn presents it to the Principal/book keeper.

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