Procurement
Procurement
The Procurement Department at Florida Poly ensures responsible, efficient, and compliant purchasing of goods and services for the University. We follow all applicable state laws, Florida Board of Governors regulations, and University policies.
What We Do
- Review and approve purchase and P-Card requests
- Oversee all procurement-related contracts under $250,000
- Analyze spending to identify cost-saving opportunities
- Manage supplier applications and change requests
- Approve the use of University funds
- Manage receiving, delivery, and surplus property disposal
- Continuously improve procurement systems and processes
- Maintain compliance with state, local, University, government, and BOG regulations
Services
Explore options related to making purchases, submitting solicitations, accessing procurement resources, and more:
How to Make a Purchase
University purchases are made using:
- P-Card
- Purchase Order (quotes or waiver of competition)
- Purchase Order (competitive solicitation or sole source exemption)
Quote Requirements by Purchase Amount:
- Under $10,000: One quote
- Between $10,000 – $75,000: Two quotes
- Between $75,000.01 and $149,999.99: Three quotes
- Over $150,000: A competitive solicitation is required and must be issued by Procurement.
For services: The supplier must sign the University’s Master Supplemental Agreement (MSA) and provide a certificate of insurance showing at least $1 million in general liability coverage.
Other Procurement Methods
Sole Source (over $150,000):
A sole source exists when goods or services, because of unique characteristics or other reasons, are only available from a single source. Sole source justifications are reviewed and approved by Procurement prior to an order being placed. When an alternate supplier for a product or service cannot be identified, to the best of the requester’s knowledge, based upon thorough research, a sole source justification must be provided. The sole source justification should document the good faith effort made in searching for other suppliers, include a list of the unique technical specifications required of the product, and the companies that were contacted in the search for alternate sources. The sole source document will be posted on Procurement’s web page for 72 hours.
Waiver of Competition (under $150,000):
A waiver of competition is a request to purchase product(s) and/or services(s) without obtaining multiple quotes when multiple quotes are otherwise required. This generally means that the product/service is unique, and that the vendor is the only one from whom the product/service can be provided and/or that a delay due to a competitive process will cause the university harm and therefore, is not in the best interest of the university.
Approved Consortia:
Approved Consortia means that the University is allowed to use this Consortia however, please note, every agreement must go through the review process and not every contract awarded to a Consortia is available to the University. To ensure our eligibility, please contact Procurement prior to moving forward.
University P-Cards
P-Cards are issued to employees in fiscally responsible roles for official university purchases only.
Requirements:
- Completion of required training
- Supervisor and Procurement approval
- May only be used by individual named on card
Request a P-Card:
P-Card Resources:
- P-Card Manual
- P-Card Change Request Form
- Termination-Transfer
- Exception Request Form
- Food Exception Request
Surplus Property
If your department no longer needs University-owned items, contact Procurement to begin the surplus process. Procurement will approve and coordinate the physical collection and final disposition. To begin the process, complete the following form and email Michael Gavin at procurement@floridapoly.edu.
Public Auctions
Florida Poly uses GovDeals to auction many surplus items such as electronics, furniture, and scientific equipment.
Solicitations & Postings
The following solicitations (Request for Proposal (RFP), Invitation to Negotiate (ITN), Request for Qualifications (RFQ), Invitation to Bid (ITB), etc.) are advertised in this section as well as on MyFloridaMarketPlace and Vendor Registry.
Current Solicitations
ITN 26-002 Cloud-Managed Telephony Utilizing Microsoft Teams Direct Routing
ITN 26-002 Cloud-Managed Telephony Utilizing Microsoft Teams Direct Routing
Post Date: June 6, 2025
Question Deadline: June 12, 2025; 4:00 PM (ET)
Submittal Due Date: REVISED JULY 9, 2025; 2:00 PM (ET)
July 10, 2025; 3:30 PM (ET)
July 17, 2025; 4:00 PM (ET)
Posted: July 17, 2025; 5:00 PM (ET)
Expired: July 20, 2025; 5:00 PM (ET)
ITB 25-059 Turnkey Generator Solution
ITB 25-059 Turnkey Generator Solution
Post Date: May 29, 2025
Pre-bid Meeting: June 3, 2025; 10:00 AM (ET)
Question Deadline: June 6, 2025; 4:00 PM (ET)
Bids Due/ Opening: Revised to: June 13, 2025; 1:00 PM (ET).
Meeting ID: 253 672 036 500 9
Passcode: jB29tn2x
Dial in by phone
863-225-2351
Phone conference ID: 907 991 810#
ITB 26-004 Internet Services
Post Date: July 11, 2025
Site Visit (Non-Mandatory): July 17, 2025; 10:00 AM (ET)
Question Deadline: July 28, 2025; 4:00 PM (ET)
Bids Due: August 12, 2025; 2:00 PM (ET) bids@floridapoly.edu
Bid Opening: Join Here
August 12, 2025; 2:30 PM (ET)
RFP 25-086 Enrollment Management Services
RFP 26-086 Enrollment Management Services
Posted: September 19, 2025
Question Deadline: September 26, 2025; 4:00 PM (ET)
Due Date: October 10, 2025; 2:00 PM (ET)
Additional Information & Postings
Current Solicitations & Sole Source Postings
We encourage suppliers interested in doing business with the University to register on Vendor Registry for formal and informal solicitations.
Current Sole Source Postings
This notice of intended decision to enter into a single/sole source contract is posted in accordance with Section 18.002(5)(a)1, Florida Board of Governor’s Regulation and will be posted for a period of 72 hours. Failure to file a protest within the time prescribed shall constitute a waiver of proceedings.
College Board
CollegeVine
Lutron
Submitting Responses
All vendors interested in submitting responses to any Competitive Solicitation are required to download the documents included with the listings below.
Please prepare a response that is in line with the requirements of the Competitive Solicitation outlined within the documents.
Questions
If you have questions concerning the Competitive Solicitation specifications, please contact the Authorized Purchasing Representative listed on the Competitive Solicitation document.
Only the Authorized Purchasing Representative is authorized to answer questions regarding Competitive Solicitation specifications. Any information that is used to prepare your response from a third party, campus department, or individual other than the Authorized Purchasing Representative is not legally binding on the University and may cause your Competitive Solicitation to be found non-responsive.
Vendor Information
Florida Poly is committed to an open, ethical, and competitive procurement process. We value strong relationships with our suppliers and strive for fair, transparent, and mutually beneficial business practices.
Becoming a Vendor
Invitations to register as a supplies are given on an as-needed basis. If selected:
- Vendors will receive an invitation to complete the registration process in Workday, our ERP system
- You must submit:
- A signed W-9 (foreign suppliers see alternatives below)
- A voided check, electronically via Workday
- A signed Human Trafficking Attestation Affidavit
- Once approved, Procurement will email your Florida Poly Vendor ID number
Foreign Suppliers
Taxpayer Identification Number
Forms provided without a United States Taxpayer Identification Number (TIN) will remain in effect for three years from the date the form was signed.
Foreign Individual
Certificate of Foreign Status of Beneficial Owner for United States Tax Withholding and Reporting
AND
Exemption From Withholding on Compensation for Independent (and Certain Dependent) Personal Services of a Nonresident Alien Individual
OR
Certificate of Foreign Person’s Claim That Income Is Effectively Connected With the Conduct of a Trade or Business in the United States
Foreign Entity
Certificate of Status of Beneficial Owner for United States Tax Withholding and Reporting
Foreign Intermediary
Certificate of Foreign Intermediary, Foreign Flow-Through Entity, or Certain U.S. Branches for United States Tax Withholding and Reporting
Foreign Government
Certificate of Foreign Government or Other Foreign Organization for United States Tax Withholding and Reporting
Vendor Expectations
All vendors must:
- Never ship merchandise or perform a service without a purchase order or P-card number. COD’s will not be accepted.
- Include a purchase order (PO) number on every invoice
- Comply with Federal Debarment Requirements
- Comply with e-Verify Registration Requirements pursuant to Section B. 3. of Florida Polytechnic University Purchase Order Terms and Conditions
- Carry at least $1 million in General Liability Insurance if services will be on or involving university property
Florida Poly’s Procurement Department:
- Follows all mandates in accordance with Florida Statutes, the Board of Governors, the University’s Board of Trustees, and University regulations
- Obtains quality goods and services at fair prices
- Subscribes and adheres to the Code of Ethics of the National Association of Educational Procurement
What is a PO?
A Purchase Order (PO) is a formal document issued by the Procurement Department to the vendor that:
- Indicates quantity of commodities or services required and the price given by the vendor
- Constitutes a legal offer to buy the commodities or services
- Forms a binding agreement between the college and vendor to provide the commodities or services at a stated price upon acceptance
Formal Solicitation
All purchases for commodities/services $150,000.00 or more, whether one time purchases or an accumulation of like items, are required to be handled through a competitive solicitation, unless specifically exempt from competitive bidding as indicated in Department of Education Rules and Regulations or Board Policy. However, if deemed in the best interest of the University, Procurement will issue a formal solicitation.
Competitive solicitations are mailed or delivered to the college in a sealed envelope on a specified date and time and are opened on a specified date and time. In some instances, the Procurement office will allow proposals to be delivered electronically.
Exceptions to the bidding requirement are the following:
- Educational tests, textbooks, instructional materials and equipment, films, filmstrips, video tapes, disc or tape recordings or similar audio visual materials, and graphic or computer-based instructional software.
- Library books, reference books, periodicals, and other library materials and supplies.
- Purchases at the unit or contract prices established through competitive solicitations by any unit of government established by law or buying cooperatives.
- Food.
- Services or commodities available only from a single or sole source. (Approved documentation from the manufacturer of the item is required for this type of purchase).
- Professional services, including, but not limited to, artistic services, instructional services, health services, academic program reviews, lectures by individuals, attorneys, legal services, auditors, and management consultants.
- Information technology resources as defined in Section 6A-14.0734(2), FAC.
- Single source procurements for purposes of economy or efficiency in standardization of materials.
- Items for resale.
- Purchases exceeding Florida Statutes 287.017 Category 5 must be approved by the University’s Board of Trustees.
Piggybacking onto Other Competitive Solicitations
In lieu of the Procurement Department soliciting competitive bids from vendors for goods/services, the college may be able to make purchases from other city, county, state agency, other schools boards, community colleges or state universities contracts if the language in their solicitations allows for this practice. The vendor must agree to this and offer the college the same prices and terms and conditions as shown in their original bid response. In using this method it must be determined to be in the best interest of the college for us to do so.
Policies, Forms & Resources
Policies
- Florida Poly PO Terms and Conditions
- Florida Poly Procurement Manual
- FPU-8.001 Procurement
- Florida Poly Policy FPU-8.0011P – Purchasing of Goods and Services
- Chapter 18 – Florida Board of Governors Procurement Regulation
- 2024 Annual Certification List (ACL)
- BOG Regulation 9.016: Prohibited Expenditures
- Florida Commission on Ethics
Forms
Agreement Templates
Contact Us
863-874-8428 | procurement@floridapoly.edu
