HOW TO DO BUSINESS WITH GULF COAST COMMUNITY COLLEGE

HISTORY: Gulf Coast Community College was the first public, two-year institution to open its doors after the 1957 enabling legislation to establish a statewide network of community colleges.  The campus is located on 80-acres overlooking St. Andrew Bay with centers in Port St. Joe and Southport.  The college primarily serves the citizens of Bay, Gulf, and Franklin counties.

The college is governed by a nine-member board appointed to staggered four-year terms by the governor. The trustees appoint a president who serves as the chief administrative officer of the college. The president, assisted by the administrative staff, faculty, and career personnel, carries out the duties and responsibilities as assigned by the board, by law, and by administrative procedures.

WELCOME: Gulf Coast Community College welcomes vendors interested in doing business with the college. The Purchasing Department has the responsibility to make the most economical acquisition of quality materials and services that will assure efficient operation of the college. We desire to maintain an open, competitive, and friendly atmosphere to foster a mutually beneficial relationship with suppliers.

The college's Purchasing Department follows all mandates in accordance with the rules, regulations, and administrative procedures established by the college and the state. The department adheres to the Code of Ethics of the National Association of Educational Buyers. To that end, we request that all vendors honor established rules and regulations in order to conduct business with the college.

All vendors must perform in accordance with the purchase order or contract notes and specifications, or they will be liable to the college for any damages caused by this breach. Once a purchase order and/or contract has been issued, no changes may be made in the terms and conditions of the original proposal submitted and accepted on commodities, goods, or services. No merchandise may be shipped nor any service performed without a purchase order or purchasing card number. No COD's will be accepted.

The college reserves the right to reject all bids or parts of bids when such rejection is in the best interest of the college. The right is reserves to award all bids on an item-by-item basis or aggregate basis, whichever is deemed in the best interest of the college. The college further reserves the right to reject all solicitations and not make an award, and may choose to cancel a solicitation or conduct a rebid. The college will not make an award to a person or firm that is currently debarred. These rights and restrictions apply to all purchases regardless of dollar value.

SALES CALLS: The purchasing staff is interested in vendor representatives making sales calls. Sales calls on individual departments are allowed; however, appointments should be made. Departments are not allowed to purchase materials at the time a sales call is made. When making sales calls to the Purchasing Department, an appointment is recommended.

DELIVERIES: Central Receiving is located in the Facilities Management Building, Gulf Coast Community College, 5230 West U.S. Highway 98, Panama City, Florida 32401-1058. It is recommended that deliveries be made between the hours of 8 a.m. and 3 p.m. The Purchasing Department may authorize deliveries for other locations. If you have questions regarding deliveries, call:

Wayne Millett
850/769-1551 Ext. 5871

Suppliers are cautioned against making a delivery or performing a service for the college without having an authorized purchase order.

INVOICING: After items have been delivered or services have been performed, invoices shall be sent to:

Gulf Coast Community College
Accounts Payable
5230 West U.S. Highway 98
Panama City, Florida 32401-1058

For Prompt Payment:

• Include the purchase order number on all invoices
• Include an original invoice and one copy
• Provide clear description of goods or services--mirror the purchase order description
• Include Federal Employer Identification Number (or Social Security Number)
• Do not include Florida sales tax--
  GCCC's Tax Exemption Number is 13-06-024395-57C

Dottie Terryn
850/769-1551 Ext. 3557
Email: dterryn@gulfcoast.edu

W/MBE SUPPLIERS: Gulf Coast Community College does not certify W/MBEs. We ask that you complete the vendor application form indicating W/MBE status.

The college encourages utilization of minority and women-owned firms in the procurement of goods, services, and construction-related activities.

EA/EO STATEMENT: Gulf Coast Community College is an equal access/equal opportunity institution in compliance with all applicable state and federal laws and regulations and does not discriminate because of veteran, marital, or disability status or on the basis of age, sex, race, national origin, or religion.

COMPETITIVE PRICING: The college endeavors to obtain maximum value for all expenditures and takes the steps necessary to ensure it pays the lowest prices for materials and services, which are best adapted to the needs of the college.

Blanket Purchase Order: The college use two types of purchase orders. One is a regular purchase order that describes in detail the goods or services to be provided on a one-time basis. The second is a limited sum purchase order (blanket purchase order). The blanket purchase order establishes a dollar volume that can be purchased over a fiscal year, July 1 through June 30 or other designated time period. Blanket purchase orders may not be used to purchase any item that cost $750 or more. Vendors are asked to confirm the identity of the authorized purchaser.

Competitive Solicitation: The college uses two methods to procure commodities and services through competitive means.

Formal Bid: The formal sealed bid or proposal process is used to purchase commodities and services with a value of $25,000 or more not exempt from this process. Solicitations are prepared that include terms, conditions, specifications, and instructions for bidding. All documents, whether attached or incorporated by reference, are part of the solicitation package. Vendors are encouraged to read all instructions carefully. Failure to properly complete all bid forms and comply with all instructions may result in disqualification of the bid. Unsigned bids and late bids will be automatically rejected.

Informal Bid: Quotations may be written, verbal, or by fax. This method of obtaining pricing is usually limited to purchases under $25,000 or to confirm pricing on noncompetitive items. Vendors are encouraged to ensure that pricing, specifications, and terms and conditions are clear. Typically, the college asked that these prices be firm for a minimum of 45 days.

Bid Openings: Bids are opened publicly at the time and place designated in the solicitation document. The amount of the bid and the name of the bidder are recorded.

Posting of Tabulation: Bid tabulations with award recommendation are posted on the bulletin board in the Purchasing Department and on the college web site (www.gulfcoast.edu/purchasing) for a period of 72 hours. Failure to file a protest within the time prescribed in Section 120.57, Florida Statutes, shall constitute a waiver of proceedings under Chapter 120, Florida Statutes.

Award: The purchase order or other notice of award shall be sent with reasonable promptness, in writing, to the lowest responsible and responsive bidder whose bid meets the requirements and criteria set forth in the solicitation.

Responsibility of Bidders and Offerors: The failure of a bidder or offeror to supply information or literature in connection with a solicitation may be grounds for a determination of non-responsiveness with respect to such bid or offer.

Bid Bond: A bid bond or other appropriate form of bid security may be required for any competitive sealed solicitation as determined by the college.

NEW EQUIPMENT AND SUPPLIES: All supplies and equipment offered and furnished must be new and of current production unless the request for quote/bid specifically permits offer of used items. Remanufactured, refurbished, or reconstructed items are not considered new.

SUBSTITUTIONS: Substitution is defined as shipment of an item that materially conforms to the specifications, but is technically different from the item bid. Substitution requires the approval of the college prior to shipment. Any products delivered that do not meet the specifications will be returned to the vendor at the vendor's expense. When a shipment or product is returned, the vendor must make immediate replacement with acceptable merchandise or the college may seek remedies for default.

SAFETY STANDARDS: Unless otherwise stipulated in the bid, all manufactured items and fabricated assemblies shall comply with applicable requirements of Occupational Safety and Health Act and any standards thereunder. In compliance with Chapter 442, Florida Statutes, any toxic substance listed in Section 38F-41.03 of the Florida Administrative Code delivered from a contract must be accompanied by Material Safety Data Sheet (MSDS). A MSDS should be submitted with the product purchased or with the bid solicitation.

MAJOR CONSTRUCTION PROJECTS: The college's vice president for administrative services and the coordinator of purchasing work with the project architectural or engineering firm or other designated architectural or engineering firms in the processing and awarding of bids for major construction projects. All construction bids estimated over $200,000 require performance and payment bonds in the amount of 100 percent of the awarded contract. At the option of the college, construction projects estimated under $200,000 may also be required to provide performance and payment bonds.

TIPS: The following information is provided to assist vendors in doing business with the college.

• No COD or freight college orders will be accepted.
• All shipments are FOB destination unless otherwise specified.
• Shipments must be properly packaged and marked with the purchase order number.
• Visibly damaged shipments will be rejected.
• Deliveries will be inspected at the delivery point unless otherwise specified.
• Rejected shipments will be returned to the vendor at the vendor's risk and expense.
• Follow the billing instructions on the face of the purchase order to ensure prompt payment.
• The college tax exempt number is on the face of the purchase order.

TIPS FOR BIDDING WITH THE COLLEGE

Do's:

1. Respond to all bids, even if it is a "NO BID". Failure to respond will eventually lead to removal form the bid list.
2. Submit all required documents requested in the bid form (catalogs, price sheets, drawings, etc.)
3. When bidding alternates, bid only those alternates equal or better than the item(s) specified in the bid and be sure to include information/specifications on the alternate item.
4. Sign all bid documents.
5. Submit all bids on time. Allow sufficient time for the bid to arrive in the Purchasing Department.
6. Fill all orders received on a timely basis and as specified.

Don'ts:

1. Don't bid on contract that your company cannot complete or for which you cannot obtain the necessary bid.
2. Don't qualify a bid against the terms and conditions of the bid proposal. Example: If a bid specifies a one-year term, don't bid a six month term.
3. Don't supply misleading delivery information.
4. Don't ask to change bid prices after bid has been opened.