Doing Business with the College.

Transcription

1 Doing Business with the College. Go online and save time! Now there is an easy way to access copies of Florida State College at Jacksonville bid solicitations. Visit and register online for the state of Florida Vendor Bid System (VBS), and you too will be able to receive notifications and download copies of our bids electronically. Bids can also be accessed at 1

2 Purchasing Mission Statement Supports the Florida State College at Jacksonville mission by enhancing institutional effectiveness and providing extraordinarily positive experience in every engagement with the College. This is accomplished by purchasing procedures training, guidance and providing support services to ensure timely, cost effective and efficient procurement in compliance with all governmental procurement laws, policies and procedures. 2

3 Contents Preface Key Rules for Doing Business with Florida State College at Jacksonville. 5 Who is Responsible for Purchasing? How Florida State College at Jacksonville Buys Competitive Bidding Policy Bidder s List How to Apply Maintaining the Bidder s List The Solicitation/Bidding Process Solicitation Bid/RFP Preparation Bid Opening and Review Bonds Special Situations Delivery of Goods Disposal of Waste Vendor Payment Complaints Florida State College at Jacksonville Facilities List Code of Ethics

4 Preface Florida State College at Jacksonville (College) has a centralized purchasing department at Administrative Offices, 501 W. State St. (third floor), that serves five campuses and six centers located in Duval and Nassau Counties. The College serves more than 55,000 students annually. The College s mission statement is: Florida State College at Jacksonville provides high value, relevant life-long education that enhances the intellectual, social, cultural and economic development of our diverse community. The College s objective is to obtain the greatest possible value for its money, while conducting all purchasing activities in an open and ethical manner. To this end, soliciting sealed competitive bidding is required for purchases of $65,000 or more. Two telephone or fax quotations are required for purchases between $3,500 and $14,999. Three telephone or fax quotations are required for purchases between $15,000 and $64,999. This booklet is to acquaint vendors, prospective bidders, new employees and suppliers with the policies and procedures to be followed in doing business with Florida State College at Jacksonville. Interested vendors must demonstrate that they are in a sound financial position and can provide timely delivery of high quality goods and services. The College maintains a computerized bidder s list by commodity and is continually seeking new vendors who can provide quality products at competitive prices. This booklet covers the purchasing procedures in general. Detailed information may be obtained by contacting: Purchasing Department Florida State College at Jacksonville 501 W. State St. Jacksonville, FL Telephone: (904) Fax: (904) Executive Director, Purchasing & Auxiliary Services Dennis Blank Telephone: (904) dblank@fscj.edu Chief Business Affairs Officer Laurence I. Snell Telephone: (904) Vice President, Business Services Mr. Al Little Telephone (904) Chief Financial Officer Mr. Cleve Warren Telephone (904)

5 Key Rules for Doing Business with Florida State College at Jacksonville Florida State College s at Jacksonville College President, Vice President of the College, Vice President, Business Services, Chief Financial Officer, Chief Business Affairs Officer, and Executive Director of Purchasing and Auxiliary Services or their designees are the only individuals at the College with the authority to commit the College to the acquisition of supplies, equipment and services by signing contracts, agreements and purchase orders. All purchases >$3,500 must be made on the basis of an approved purchase order that has been signed by the purchasing department. Use of the College s VISA procurement card (P-Card) is only for purchases less than $2,500 per transaction. Payments to vendors will be made only on the basis of an approved purchase order, receiving report and an accepted vendor s invoice. The College shall not be responsible for the payments of credit card purchases for goods and/or services acquired by employees for their personal use. The College does not condone back-door selling. To this end, all sales personnel wishing to do business with Florida State College at Jacksonville must register with the purchasing department by submitting a Florida State College at Jacksonville vendor application by going online at to fill out your vendor application. Vendors who do not maintain an up-to-date vendor s application and/or respond to the College s solicitations may be dropped from the approved vendor s list. Florida State College at Jacksonville, a not-for-profit political subdivision of the state of Florida, is exempt from paying federal excise tax, Florida state tangible personal property sales tax or any federal or state telecommunication taxes. The College s state sales tax exemption number is printed on the purchase order form. The state of Florida has established a contract with a bank to provide its VISA Purchasing Card (P-Card) program to state agencies and institutions, including state colleges. The College has implemented the P-Card program to permit College departments to accelerate ordering, receiving and payment of goods less than $999 per item and less than $2,500 per transaction without the use of a requisition or a regular or blanket purchase order made out to each supplier. 5

6 Who is Responsible for Purchasing? Designated College employees are authorized to use a VISA procurement card to make purchases less than $2,500 per transaction. The College requires the use of a written purchase order signed by the purchasing department for non- P-Card purchases $3,500 or greater, which is a prerequisite for payment. The purchasing department is responsible for: identifying and evaluating vendors for inclusion on the College s computerized bidder s list, including certified women, minority and small disadvantaged-owned businesses, maintaining a qualified bidder s list, including the addition or removal of bidders, reviewing and approving specifications for all solicitation invitations, preparing bid solicitations and request for proposal (RFP) documentation, reviewing and evaluating bids and proposals, as well as recommending to the Florida State College at Jacksonville District Board of Trustees approval on purchases of $325,000 or greater and making awards, preparing and issuing purchase orders and contracts to successful bidders, monitoring vendor compliance with contract and purchase order terms and conditions, and debarment of vendors who provide the College unacceptable quality or service. 6

7 How Florida State College at Jacksonville (FSCJ) Buys FSCJ uses four types of purchase orders: a regular purchase order a limited sum purchase order (i.e., blanket purchase order) service contract purchase orders hazardous chemical purchase orders Regular Purchase Order Regular purchase orders are used to procure tangible products on a one-time basis. The purchasing department is responsible for processing and approving all regular purchase orders. Once the item(s) have been shipped, the receiving department must post an online receipt to facilitate payment. Blanket Purchase Order A blanket purchase order establishes a dollar volume of purchases at a discounted price or predetermined unit price that can be made with a vendor over a fiscal year (i.e., July 1 through June 30 of the following year). Vendors must comply with the price and terms of the blanket purchase order for the time period that is in effect. Blanket purchase orders are not to be used to purchase hazardous chemicals or any tangible equipment/property in excess of $999 in value. Each blanket purchase order shall name specific College personnel who are authorized to make purchases and limit the maximum dollar value per purchase. Each vendor accepting a College blanket purchase order shall be required to confirm the identity of the authorized user by photo I.D. or fax signature verification. Service Contract Purchase Order All services provided by a company to the College greater than $3,500 are to use a service contract purchase order that will define a specific scope of services and contracted unit prices. Pursuant to the College's Administrative Procedure Manual (APM), use of College disbursement requests shall be limited to less than $3,500 and shall not be for the payment or purchase of property, hazardous chemicals or IT equipment/software. 7

8 Competitive Bidding Policy Florida State College at Jacksonville uses two methods to procure commodities and services through competitive means: Formal bid Formal invitation to bid (ITB)/RFP/ITN are used to solicit bids/proposals for procurement of services and commodities whose value over the life of the contract is estimated at $65,000 or more. Vendors are required to deliver sealed bids/proposals in writing before the defined public bid opening date and time. Bidders and the general public may attend public bid openings at the purchasing department, 501 West State Street, Jacksonville, FL Informal bid Telephone, fax, and written quotations are solicited from vendors for commodities and services between $3,500 and less than $65,000. Purchases less than $3,500 are classified as direct price. It is the responsibility of the purchasing department to award and issue purchase orders to the responsive supplier offering the highest total value for the College, which may or may not be the supplier recommended by the user department. Once an award recommendation has been made, all formal bid tabulation records are posted on the College s purchasing department web page for a statute-required 72-hour protest period and are available for inspection by interested parties with standing. 8

9 Bidder s List Purchasing advertises sealed formal solicitations and uses the web, as well as solicits ITB/RFP/ITN from among vendors included on the College s approved bidder s list. Therefore, vendors wishing to do business with the College must comply with certain requirements and apply for inclusion on the bidder s list. Once they are on the list, vendors will be selected periodically for bid solicitation by commodity. The bidding process is described in more detail in the following paragraphs. How to Apply To be included on the Florida State College at Jacksonville bidder s list, vendors must submit an IRS W-9 form, as well as the pre-qualification vendor application form that includes the following types of information: company name, address, phone number, fax number, and contact person, federal identification number or SSN, financial condition of the company, product lines (please note the commodities/services your company can provide), level of expertise of personnel, references, designation of minority/women-owned, small business classification, copies of any other minority/women-owned business certificates and declaration of IRS 1099 status. Purchasing vendor applications may be obtained in person by submitting a written request or downloading an application from our website Applicants can submit supplemental data with their application, such as brochures, catalogs and other information describing their company and product lines. The applications are reviewed by purchasing to assess an applicant s capability. If necessary, purchasing may request additional information or visit the applicant s place of business to resolve any questions that may have arisen during the evaluation process. The College s computerized system uses your Federal Employers Identification Number (FEID) as your vendor identification number. If you do not have an FEID, please provide the SSN of the firm s owner. Applications returned without a completed W-9 form, an FEID or owners SSN, or an application that is incomplete, will not be entered into 9

10 the College s vendor list. The purpose of collecting the FEID/SSN is to comply with IRS regulations to file 1099 forms per 41 CFR The College collects vendor SSN information in order to file the required information returns with the Internal Revenue Service, as authorized by federal law, Internal Revenue Code, Section 6109; Title 26 US Code. Maintaining The Bidder s List The purchasing department periodically updates its bidder s list data by requesting vendors update their application, including current financial and product line data. In addition, vendors are encouraged to submit updated information voluntarily, such as change of address, federal ID numbers, new catalogs, additions to product lines, changes to minority status and changes in capacity. Retention on the bidder s list is based on such factors as consistent responsiveness to bid invitations and performance, which is kept on file. The College reserves the right to remove a vendor from the College s bidder s list, under the following conditions: failure to deliver commodities or supplies according to the schedule indicated on the purchase order/contract, delivery of commodities not specified on the purchase order, delivery of substitute items without the prior approval of the purchasing department, submission of an invoice for payment at a price higher than that specified on the purchase order, evidence of unsatisfactory performance as determined by the FSCJ Executive Director of Purchasing and Auxiliary Services or the Chief Business Affairs Officer, being debarred from doing business with the College due to providing unacceptable performance, failure to respond to a College vendor application mailed to all vendors (sent periodically), 10

11 relocation of the business without advising the College of a forwarding address, two year s time, without being awarded a College purchase order, (plan to resubmit an application at least every two years), failure to respond to bid invitations or being listed on the federal or state of Florida Department of Management Services suspended vendors list or being convicted of a public entity crime as described in Florida Statutes Suspension/debarment from the bidder s list will be for a period of one to three years after which time the vendor may submit in writing a request to be reinstated. Vendors must submit a memo to request to be reinstated by the Executive Director of Purchasing and Auxiliary Services or Chief Business Affairs Officer. 11

12 The Solicitation/Bidding Process Solicitation The purchasing department prepares and issues solicitation invitations, which include coordinating and defining minimum technical specifications for the item(s) to be procured, information concerning quantities and delivery requirements and due dates for bids. At least three vendors are solicited. Note: Current formal solicitations are advertised at purchasing website and Bid/RFP Preparation Bids must be prepared (without deviation) in strict accordance with the terms, conditions and specifications contained in the ITB/RFP/ITN invitation. If brand names are used in the specifications, bids may be submitted for that brand, or if allowed and noted in the solicitation, for an approved equal. To be responsive, bidders shall submit adequate literature and assure specifications are attached with the submitted bid/proposal at the opening to completely confirm the proposed equal meets or exceeds the defined minimum specifications. To be responsive bids/proposals must: be signed, reflect net cost, clearly indicate the unit price(s), indicate the units of measure and extensions, note discounts and/or other applicable costs and comply with/include all mandatory shall or to be responsive requirements (i.e., timely delivered bonds, certificates, etc.) be timely delivered To be responsive, all submitted bids/proposals must be signed by an authorized representative of the company. It is important that vendor advise the purchasing department of any changes in authorized signatures. Since Florida State College at Jacksonville is a non-profit political subdivision of the State of Florida, it does not pay federal excise or state tangible personal property sales tax. The College s sales tax exemption number is printed on the purchase order form. It is the College s policy to accept bids only for FOB (free on board) destination (i.e., freight prepaid and included). 12

13 Vendors must keep in mind that their bids/proposals constitute an offer to enter into a contract with Florida State College at Jacksonville. Acceptance of that offer may result in a contractual agreement or purchase order being issued to deliver specified items, in the required quantities, at the quoted prices and in accordance with the delivery requirements. The College may recover any damages incurred because of a vendor s failure to comply with terms and conditions specified in contractual documents. Bids/proposals must be delivered to the designated location before the time and date set forth in the solicitation and purchase order. Solicitations for new or special commodities may request vendors to submit samples with their bids. All submitted samples become the property of the College for testing and/or other procedures. Samples should be labeled with the bid number and the bidder s name. Bidders may request that undamaged samples be returned by submitting a written request with a UPS call tag to the purchasing department. All Florida State College at Jacksonville provided artwork and negatives are to be returned, at no cost, to the College upon request. Bid Opening and Review The purchasing department receives all bids/proposals, stamps them with the date and time and secures them, unopened, until the specified public bid opening time. The names of bidders are publicly read aloud and tabulated. Subsequent to the public opening, each bid/proposal is reviewed to ensure that all terms and conditions have been met. For ITB s, the award is recommended to be made to the lowest or best responsive bidder who meets all requirements and specifications of the bid invitation. The College will publicly open request for proposals and only state the name of the firm submitting a proposal and whether it was signed. Successful bidders may not execute a contract until an IRS W-9 form is provided, a written purchase order, contract or agreement is issued and signed by the Executive Director of Purchasing and Auxiliary Services, Chief Business Affairs Officer or designee. 13

14 Bonds Bid bonds or performance and payment bonds are required on the College s construction/renovation projects or other defined projects of $200,000 or more, and these requirements will be set forth in the bid/rfp solicitation. As specified in the solicitation, the bid bond submitted must cover five percent (or defined amount), and the payment/performance bond must cover 100 percent of the bid amount (unless otherwise stated). A written notification will be sent to the successful bidder requesting that the payment/ performance bond be submitted within 10 days of notice of award. If the bond is not submitted within the required time, the bidder may be considered in default, and the contract may be considered void. The second lowest responsive vendor will then be contacted. Florida State College at Jacksonville has the legal right to recover any monetary damages that may be incurred because of contract default. Special Situations A number of special or unusual situations are sometimes encountered in the public bidding process. These are addressed below: Late bids If bids are delivered after the exact established date/time for public opening, a bid will not be considered*. Late bids will be stamped with the time and date received, stamped with the designation late bid and returned to the bidder unopened (*unless an overnight carrier/courier defines in writing within 48 hours of public opening that the reason for the bid being delivered late was solely the fault of the overnight carrier/courier). Tie bids When two or more bids, equal as to total price, quality and service, are received by the College for the procurement of commodities or contractual services, preference will be given to the Florida business. If still tied, a bid received from a business that certifies that it has implemented a drug-free workplace program shall be given preference in the award process. If still tied, the award will be determined by a public coin toss. Bid withdrawal Bidders may withdraw their bids at any time prior to the scheduled bid opening. Bidders must submit a written request for bid withdrawal to the Executive Director of Purchasing and Auxiliary Services or the Chief Business Affairs Officer. Bid errors Bidders are responsible for submitting accurate and complete bids and, once bids are opened, will be held liable for the terms and price submitted in their bids. Care should, therefore, be taken that bids contain no errors in terms, price or conditions. The College will utilize the bidder s unit price bid and correct mathematical extension errors. 14

15 Delivery of Goods Unless otherwise directed in writing, goods will be delivered to the address stated on the ship to section of the purchase order. Any deliveries of supplies, equipment and services to premises other than Florida State College at Jacksonville without the written approval of the Executive Director of Purchasing and Auxiliary Services, Chief Business Affairs Officer or designee will be made at the vendor s own risk. Under these circumstances, the College will not be responsible for payment to the vendor. All shipments of goods should include a packing slip noting the College purchase order number, quantity, item description, part number, common carrier and number of cartons. Shippers should obtain upon delivery the signature of the College receiving employee. 15

16 Disposal of Waste Vendors contracted for removal of College regulated and hazardous waste shall use Department of Environmental Protection-approved six-part manifest forms and land ban notification forms signed by the College s Occupational Health & Environmental Safety Coordinator and Fire Safety Inspector, which are the only persons authorized to do so at the College. Contact: Bonnie Bradshaw, Occupational Health & Environmental Safety Coordinator, (904) Michael Pindell, Fire Safety Inspector, (904)

17 Vendor Payment The College s accounts payable department/business offices on each campus are responsible for paying vendors for acceptable commodities and satisfactory services delivered. Vendors shall comply with the requirements of the purchase order to ensure prompt payment. Signed packing slips and invoices should be submitted in triplicate with a complete description, quantity, costs and list the FSCJ purchase order number. This will assist accounts payable in remitting prompt payment. Under normal circumstances, a vendor will receive payment within 40 days of the receipt of acceptable goods or services and an accurate invoice by the College. Discounts for prompt payment are encouraged and should be noted on the invoice. All regular and blanket purchase order invoices should be mailed to the remit to address shown on the purchase order. Please direct all payment questions to the Accounts Payable Supervisor, (904) , or fax (904) , or emshammo@fscj.edu, or mail to the attention of: Accounts Payable Supervisor Administrative Offices Florida State College at Jacksonville 501 West State Street Jacksonville, FL

18 Complaints If a vendor has any complaint against Florida State College at Jacksonville s purchasing process, a written statement detailing the situation should be submitted to the Executive Director of Purchasing and Auxiliary Services or Chief Business Affairs Officer. If the complaint or protest relates to a particular bid award, it should be submitted in accordance with the dates noted in the bid documents and within the time prescribed in Florida Statutes (5). The Executive Director of Purchasing and Auxiliary Services, Chief Business Affairs Officer and the Vice President Business Services will review and investigate all complaints received from vendors. 18

19 Florida State College at Jacksonville Facilities List Florida State College at Jacksonville campus/center ship to addresses: Administrative Offices 501 West State Street Jacksonville, FL Central Stores Receiving 11 West State Street Jacksonville, FL Downtown Campus Receiving Building A N. Pearl Street Jacksonville, FL Advanced Technology Center 401 West State Street Jacksonville, FL Urban Resource Center 601 West State Street Jacksonville, FL North Campus Receiving Building A Capper Road Jacksonville, FL Northeast Florida Criminal Justice Training Center Building A Capper Road Jacksonville, FL Betty P. Cook Nassau Center William Burgess Blvd. Yulee, FL

20 Kent Campus Receiving Building E-102B 3939 Roosevelt Blvd. Jacksonville, FL Cecil Center South Building Lake Fretwell Street Jacksonville, FL Cecil Center North Normandy Blvd. Jacksonville, FL South Campus Receiving Building H Beach Blvd. Jacksonville, FL Jacksonville Regional Fire/Rescue Education and Training Center Receiving Building H Beach Blvd. Jacksonville, FL Open Campus/Deerwood Center 9911 Old Baymeadows Road Jacksonville, FL Institutional Advancement 601 West State Street Jacksonville, FL

21 Code of Ethics Florida State College at Jacksonville, as a member of the National Association of Educational Procurements (NAEP), has adopted their Code of Ethics to strengthen ethical awareness and provide guidelines to the College s purchasing staff and requesting departments. NAEP Code of Ethics 1. Give first consideration to the objectives and policies of my institution. 2. Strive to obtain the maximum value for each dollar of expenditure. 3. Decline personal gifts or gratuities. 4. Grant all competitive suppliers equal consideration insofar as state or federal statute and institutional policy permit. 5. Conduct business with potential and current suppliers in an atmosphere of good faith, devoid of intentional misrepresentation. 6 Demand honesty in sales representation, whether offered through the medium of a verbal or written statement, an advertisement or a sample of the product. 7. Receive consent of originator of proprietary ideas and designs before using them for competitive purchasing purposes (within the limit of the Florida Public Records Act.) 8. Make every reasonable effort to negotiate an equitable and mutually agreeable settlement of a controversy with a supplier; and/or be willing to submit any major controversies to arbitration or other third-party review insofar as the established policies of my institution permits. 9. Accord a prompt and courteous reception insofar as conditions permit to all who call on legitimate business missions. 10. Cooperate with trade, industrial and professional associations and with governmental and private agencies for the purposes of promoting and developing sound business methods. 11. Foster fair, ethical and legal trade practices. 12. Counsel and cooperate with NAEB members and promote a spirit of unity and a keen interest in professional growth among them. NATIONAL ASSOCIATION OF EDUCATIONAL PROCUREMENT, INC. Florida State College at Jacksonville is a member of the Florida College System and is not affiliated with any other public or private university or college in Florida or elsewhere. Florida State College at Jacksonville does not discriminate against any person on the basis of race, disability, color, ethnicity, national origin, religion, gender, age, sex, sexual orientation/expression, marital status, veteran status, or genetic information in its programs or activities. Inquiries regarding the non-discrimination policies may be directed to the College s Equity Officer, 501 West State Street, Jacksonville, Florida (904) equityofficer@fscj.edu. Florida State College at Jacksonville is accredited by the Southern Association of Colleges and Schools Commission on Colleges to award the baccalaureate and associate degree. Contact the Commission on Colleges at 1866 Southern Lane, Decatur, Georgia , or call (404) for questions about the accreditation of Florida State College at Jacksonville. The Commission is to be contacted only if there is evidence that appears to support an institution s significant noncompliance with a requirement or standard. 21

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