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Procurement

Become a Vendor

 

Florida Poly strives to maintain an open, competitive, and friendly atmosphere that fosters a mutually beneficial relationship with our suppliers. Invitations to register are given on an as-needed basis; however, we encourage suppliers interested in doing business with the University to register on GovSpend for informal quotation requests and MyFloridaMarketPlace and Vendor Registry for formal solicitations.

 

Vendor Registration 

If selected to provide goods/services, vendors will receive an invitation (a private link) to complete the registration process in our ERP system.

Applicants are required to submit a signed W-9 and voided check electronically via the ERP system.  Note, for suppliers outside the United States, please visit this page for more information on required IRS form(s) in lieu of W-9.  

Eligible vendors that wish to claim a minority status are allowed to self-certify but are encouraged to register with Florida Department of Management Services to receive an official Minority Certification Form.  Please visit our Supplier Diversity page for more details.

All vendors are subject to Federal Debarment Requirements and must must comply with e-Verify Registration Requirements pursuant to Section B. 3. of Florida Polytechnic University Purchase Order Terms and Conditions.  If services will be on or involving University property, the supplier must carry at least $1 million in General Liability Insurance. 

Once the vendor application and attachments are received and processed, you will receive an email containing your Florida Poly vendor ID number.

How to do Business with Florida Poly

The Procurement Department at Florida Poly is charged with managing the acquisition of commodities and services necessary to meet the University's requirements. 

The Procurement Department’s main purpose is to assure that the University's expenditures relating to the acquisition of commodities and services are in compliance with state, federal, and University policies and sound business practices. While accomplishing our purpose the department is focused on obtaining quality commodities and services, and in making sure they are delivered in a timely manner.

Suppliers should note that Florida Poly Procurement follows all mandates in accordance with Florida Statutes, the University's Board of Trustees, and University regulations.

We subscribe and adhere to the Code of Ethics of the National Association of Educational Procurement. We foster fair, ethical and legal trade practices at all times. To this end, we request all suppliers honor the established rules and regulations when conducting business with Florida Polytechnic University. No merchandise may be shipped nor any service performed without a purchase order or expense card number. No CODs will be accepted. 

A purchase order (PO) is a formal document issued by the Florida Poly to the vendor. This document will indicate the quantity of the commodities or services required and will show the price that has been given by the vendor. Issuing a PO to a vendor constitutes a legal offer to buy the commodities or services. Acceptance of a PO by a vendor forms a binding agreement between the college and the vendor for them to provide us with the commodities or services at a stated price.​

All purchases for commodities/services $65,000.00 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.

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.

Exceptions to the bidding requirement are the following:

  1. 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.
  2. Library books, reference books, periodicals, and other library materials and supplies.
  3. Purchases at the unit or contract prices established through competitive solicitations by any unit of government established by law or buying cooperatives.
  4. Food.
  5. 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).
  6. 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.
  7. Information technology resources as defined in Section 6A-14.0734(2), FAC.
  8. Single source procurements for purposes of economy or efficiency in standardization of materials.
  9. Items for resale.

Purchases exceeding Florida Statutes 287.017 Category 5 must be approved by the University's Board of Trustees.​

In lieu of the Procurement Department soliciting competitive bids from vendors for commodities/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.​