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Contacts

Methods of Purchase

Informal Quotes ($5,000 – $20,000)

°Ä¿Í¾º²Ê solicits informal (verbal or written) quotes from selected vendors. Vendors should take particular care when quoting prices to assure accuracy. Quotes should be provided by the required date and time. °Ä¿Í¾º²Ê selects the lowest quote meeting required specifications for award. Purchases of items costing $5,000 up to $20,000 must have evidence of at least three telephone quotations attached to the expenditure unless exempt from the competitive bidding process. (See listing of exemptions in the Formal Sealed Bids section below.) Originating department staff will obtain telephone quotes from three or more qualified firms. Documentation of the firm name, contact person, telephone number, and the amount quoted must be attached to the purchase requisition before forwarding.

Written Quotes ($20,001 but less than $65,000)

Written quotes are solicited and can be received via fax or email. The quote details the quantity of items being purchased and the °Ä¿Í¾º²Ê’s specifications. Vendors must return the completed quote within the designated time period. Procurement staff reviews quotes and determines which vendor is the lowest responsive, responsible bidder for award purposes. Purchases exceeding $20,001 but less than $65,000 must have at least three vendor submitted written quotations on file unless exempt from the competitive bidding process. (See listing of exemptions in the Formal Sealed Bids section below.) Purchasing Office staff will coordinate the written quote process by assisting originating departments with qualified vendor names/addresses, written specification development assistance, and by handling all written communications with vendors. All written quotations must be submitted to the Purchasing Office directly from the vendors. Purchasing Office staff will then forward the results to the originating department for consideration.

Formal Sealed Bids (Over $65,000)

All purchases over $65,000, whether a one-time purchase or a contract or blanket purchase order, are acquired through the BID/RFP process (Pursuant to 287.017 FS). Notices are published on our website informing the public of the products or services being bid. When °Ä¿Í¾º²Ê solicits the submittal of competitive offers and only one responsive offer is submitted, the college may purchase such products or service under the best terms it can negotiate.

Bid packages are prepared with appropriate terms and conditions, and detailed Scope of Work or specifications including items bid, units, and total (or estimated) quantity desired, instructions for bidding, delivery information, and any special requirements for bidding. The date, time, and location for any Pre-Bid Conference and for the Public Bid Opening are also included.

Copies of the bid packages are e-mailed to a minimum of three vendors. They are also made available upon request by vendors responding to public notice. Sealed bids or proposals are publicly opened and read at the time designated in the bid documents and legal notices. Ìý

Bid tabulations showing bid results are posted on Bid Board in the Business Office and on the Purchasing website. Bids are evaluated and recommendations are forwarded to the appropriate level of authority for review, approval, and award.

Purchase orders and/or contracts are awarded to the lowest responsive, responsible bidder(s) meeting °Ä¿Í¾º²Ê specifications.

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