§ 3-3-1. Responsibilities of the purchasing and possession agencies and the department of procurement, the "procurement team."

The acquisition and the management of the acquisition of personal property, services, and improvements to real property have three (3) phases: pre-acquisition, acquisition, and post-acquisition. While it is the duty of each agency involved to support the entire effort, the primary responsibilities of the purchasing and possession agencies and the department of procurement in each acquisition and management phase are as follows:

A.

Pre-acquisition phase.

1.

Purchasing agency —The responsibilities of the purchasing agency are to determine the need, define that which will satisfy the need, and decide on the appropriate acquisition method to satisfy the need, all of which shall be accomplished in compliance with the Horry County procurement structure. This includes notification of the funding sources and any particular specifications or technical documents related to the procurement.

2.

Department of procurement —It is the responsibility of the department of procurement to assist, as needed, the purchasing agency in the accomplishment of its pre-acquisition phase tasks and to prepare the documents that are required in the acquisition.

B.

Acquisition phase.

1.

Purchasing agency —It is the responsibility of the purchasing agency to take the lead role in the source selection tasks.

2.

Department of procurement —The department of procurement shall take overall responsibility for the conduct of the procurement to ensure that the purchasing agency acquires that which will satisfy its need in a manner that is compliant with the Horry County procurement structure. In this regard, the department of procurement is to take the lead role in all aspects of the acquisition except for the source selection determination.

C.

Post-acquisition phase.

1.

Purchasing and possession agencies —The responsibilities of the purchasing and possession agencies are to take delivery of all contract deliverables, determine if those deliverables meet the terms of the acquisition requirements, manage the possession of those deliverables on behalf of Horry County, and to inform the procurement department in a timely fashion of any possible deviations between the contractual requirements and the deliverables, and any deviations between performance responsibilities and actual performance, whenever such deviations are perceived. The responsibility of the purchasing and possession agencies also include the tasks of determining when a contract deliverable is no longer required in the satisfaction of a need and, when appropriate, informing the Horry County agency vested with the authority of disposing of the deliverable of this determination.

2.

Department of procurement —The responsibilities of the department of procurement in this phase are to administer and manage the performance of the acquisition method used to acquire the acquisition deliverables so as to remedy any deviations between the requirements for acquisition deliverables and the actual deliverables and between the responsibilities for performance and actual performance. It is also the responsibility of the department of procurement to assist in the representation of Horry County's interests in any dispute that arises in connection with an acquisition. Finally, it is the department of procurement's responsibility to dispose of certain personal property, as set forth in this regulation in response to an appropriate disposal determination of a purchasing or possession agency.