Policies & Procedures Manual - Elizabeth City State University

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400.1.5Adopted: 06/14/05ELIZABETH CITY STATE UNIVERSITYSpecificationsPurposeThe primary purpose of a purchase specification is to provide a basis for obtaining a product orservice that will satisfy a particular need at an economical cost. Specifications should be written toinvite maximum reasonable competition. Specification should not be unduly restrictive. By nature,however, a specification sets limits and thereby eliminates, or potentially eliminates, items that areoutside the boundaries drawn. Specifications should be written to encourage not discourage,competition, consistent with seeking overall economy for the purpose intended.Specifications are used by the university to describe what it intends to purchase. They are used byvendors to prepare bids to supply the items or services requested. During the evaluation of bids, thespecifications are used to determine each bidder’s compliance with the requirements and ultimately toselect the contracted vendor. For this reason they must be as generic as possible and express theuniversity’s minimum needs, without any unjustified bias toward a specific brand. After an item hasbeen delivered or a service performed, the written specification to which the vendor bid is the keylegal document in settling any dispute concerning the quality of the product or service received.Two General Types of SpecificationsThere are two (2) general types of specifications. A standard specification is originated and developedby the Contracts and Standards Section of the NC Division of Purchase and Contracts. These types ofspecifications are comprehensive in nature and intended for repeated use.The other type of specification is generated by ECSU. It is, by the nature of the commodity or patternof user demand, not intended for repetitive use.Sometimes, other types of specifications may be presented in the form of “brand name or equal”, or inthe form of “brand name only.”Determining Your SpecificationsIf you have experience with different varieties and models of a product, it is much easier to documentyour requirements in the form of specifications. If you do not have this experience, it is helpful todiscuss your options with a purchasing agent and often times it is most helpful to have vendorsdemonstrate equipment for you. Although vendors obviously wish to sway your choice toward theirequipment, a demonstration can be an enlightening experience which will make you much moreknowledgeable of different products and their capabilities. They should be used wherever possible. Ifa brands specific requisition is submitted, it must be accompanied by a written justification explainingwhy the product is singularly able to meet the requirements.
400.1.5Brand Specific SpecificationsBrand specific specifications are not to be used unless the particular requirement can only be met bythe exact specifications offered by a particular piece of equipment. These items are generally moreexpensive since they often contain additional features which are not needed. Generic specificationsencourage competition. They should be used wherever possible. If a brand-specific requisition issubmitted, it must be accompanied by a written justification explaining why the product is singularlyable to meet the requirements.
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400.1.45final debiting of your univ
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400.1.47AdditionsAdditions increase
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400.1.48Long-Term ConstructionThe l
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400.1.503. Commodity classification
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400.1.52Transfer of Federally Owned
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400.1.56Adopted: 06/14/05New Defini
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400.1.58Adopted: 06/14/05Definition
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400.1.60Adopted: 06/14/05ObjectiveE
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400.1.61Departmental Head's Respons
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ELIZABETH CITY STATE UNIVERSITYChan
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ELIZABETH CITY STATE UNIVERSITYTime
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ELIZABETH CITY STATE UNIVERSITYOSC
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400.3.1.1Adopted: 06/14/05ELIZABETH
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400.3.1.2• provides automated con
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400.3.1.3An individual might have a
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400.3.1.43. The single digit Univer
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400.3.1.53. The following are the p
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400.3.1.6Cash Disbursements40 Direc
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400.3.1.8Adopted: 06/14/05Managemen
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400.3.1.11Adopted: 06/14/05ELIZABET
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19. ECSU has also employed private
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9. Overages, shortages and thefts o
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400.3.1.16Others1. The only checks
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400.3.1.17the State Treasurer in th
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2. Additional Guidance400.3.1.20Dep
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400.3.1.21Adopted: 04/23/09Page 2 o
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400.3.3.4b. A mailing address to wh
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400.3.4.25. Responsibilities of ECS
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400.4.2Adopted: 06/14/05ELIZABETH C
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400.4.6project is then entered into
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400.4.109. All persons receiving fu
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400.4.12• Received since 1st of m
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400.5.4Adopted: 06/10/08Amended: 06
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Policies & Procedures Manual - Elizabeth City State University

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