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:
If you have questions regarding invoices, call:
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.
