MCC :: Manual For Purchasing Procedures

Purchasing Department

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Purchasing Procedures For Vendors

This information will acquaint interested vendors with the purchasing procedures at Mott Community College. Our objective is to purchase on a good, sound basis of quality, service, and price, so that our taxpayers receive the maximum value for each dollar expended. Vendors are invited to participate in the process used to acquire materials for the College, which consists of many diverse kinds of merchandise.
Competitive bidding and the most responsible vendor govern the award of the College purchases or contracts. Every purchase is made in the public interest.

Mott Community College is an equal opportunity purchaser. No vendor will be denied equal consideration in purchasing decisions on the basis of race, religion, national origin, or sex.

Purchasing Department
Curtice-Mott Complex
CM1309

Contact Us:
Phone: (810 )762-0203
Fax: (810) 762-5645

Additional Contact Information

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Procedure Information

The Vendor List is the source used by the Purchasing Department for transmitting the Invitation For Bids or Quotations. Vendors interested in doing business with the College may apply for vendor status. To apply, the vendor should send the Vendor Application Form to the Purchasing Department listing their products and services available. The vendor will then be added to the Vendor List for all commodities specified in the letter.

Criteria for Removal

The Criteria for Removal from the Vendor List include, but are not limited to, the following:

Withdrawal of a sealed bid price after the official bid opening date with express approval by the College.
Unsatisfactory performance under contract or cancellation of the contract by the College for cause.
Failure to maintain required license or levels on insurance.

If the College for cause removes a vendor from the Vendor List due to unsatisfactory performance or cancellation of the contract, the vendor will not be permitted to reapply for two years. In this situation, the vendor will be removed from the Vendor List for all Commodities during that time. A vendor may petition for reinstatement upon submission of proof that the reason for removal has been eliminated. Reinstatement is at the discretion of the College.

Invitation for Bids

Bid Security Deposit and Performance Bond:
If bid security is required, this requirement will be stated in the Invitation For Bid (IFB). A certified or cashier’s check for the bid amount specified in the IFB must be included with the bid. Bids submitted without the required bid security will not be considered.

The bid security guarantees that the successful vendor will accept a contract, if offered, and furnish the commodities or services as stated in the bid. Failure to accept the contract and/or furnish the commodities or services offered will cause forfeiture of the security deposit and possible removal from the Vendor List.

Bid security from unsuccessful bidders will be returned as stated in the IFB. If a performance bond and/or labor and material bond are required in the IFB, the successful bidder’s security will be held until required bonds in the amount stated in the IFB are received by the Purchasing Department.

The performance bond and/or labor and material bond must be issued for the amount stated in the IFB by a company authorized to do business in the State of Michigan, and the bond must be payable to Mott Community College. The performance bond guarantees vendor compliance with specification, deliver as promised, and all terms and conditions of the contract. The performance bond shall have no statute of limitations and will be subject to approval by the College attorney.

Public Bidding Process

All current College bid invitations are available for public viewing in the Purchasing Department. Specific bid invitations may be requested by telephone or in writing by prospective bidders at any time prior to the bid opening. Bids must be received in the Purchasing Department prior to the specified time and date. There are NO exceptions to this rule. Bids are occasionally advertised in the Flint Journal and additional periodicals as necessary.

Quotations are used for purchases estimated at $1,000.00 to $27,160.00. Purchasing Department will call, mail, or fax Invitation For Bid to vendors. Prices may be telephoned, faxed, e-mailed, mailed, or walked in. A due date and time are given on the IFB form.

Request For Bid

A Request For Bid (RFB) is used for purchases estimated at $27,160.00 and over. A date and time are given on the RFB form, along with a green envelope for submitting the bid. The bids are recorded and opened at the time and date given. The sealed bid must be receive and date/time stamped by the Purchasing Department no later than the time and date indicated on the RFB form. The public is always welcome for the bid opening.

Late Bids

Late bids will not be considered unless there is only one or no other acceptable bid.

Methods of Receiving Bids

The traditional mail and walk-ins are the most common ways to receive sealed bids in the Purchasing Department. Faxed and e-mailed bids will not be accepted unless requested by the Purchasing Department.

Special Mailed Bids

Bids submitted to the Purchasing Department via an expedited mail service such as Overnight Letter, Federal Express, Airborne, etc., must still comply with the bid envelope identification instructions. The bid identifying information must be included on an inside, sealed envelope. A bid will be disqualified if it does not contain all of the identifying information. To maintain the integrity of the bid process, this requirement will not be waived.

No Bid Response

Vendors who cannot quote should write “No Bid” on the IFB and return it stating the reason. This is regarded as a bid response. A vendor’s name will not be removed from the Vendor List for a “No Bid” response.

Non-Criteria for Award

The following are considered in evaluating quotations of IFBs for award:

Assistance in the development of specifications or other advisory services provided by vendors. Although such assistance is valuable and appreciated by the Purchasing Department, no preferential treatment can be given in return for these services.
Cash discounts offered for periods of less than 30 days.
Small and minority business status. No vendor will be denied equal consideration in purchasing decisions on the basis of race, religion, national origin, or sex.

Purchase Orders

Notification of award and authorization to ship is made by issuance of a Purchase Order. The Purchase Order number must be noted on all invoices for payment. Orders without a purchase order number from the College are unauthorized and payment will be rejected.

Letter of Intent

Letters of intent are used to award contracts pending receipt of performance bond and insurance prior to issuing a purchase order or contract.

Complaint to Vendor

Complaint to Vendor in writing must receive immediate attention. The vendor must respond and correct the problem(s) without delay. Unanswered or repeated complaints to vendor may result in removal from the Vendor List.

Vendor Appeal Procedure

To formally appeal a decision of the Purchasing Department, the appeal must be made according to the following procedure:
Contact the Purchasing Manager in writing immediately upon learning the facts giving rise to your disagreement. State your complaint clearly and completely in writing. The Purchasing Manager will respond to your letter promptly and in writing.

Purchasing Policy

Purchasing activities of the College shall be conducted within the laws, rules, and regulation of the State of Michigan, other governing agencies, and the policies of the Board of Trustees and Administrative procedures of the College.

The objective of the purchasing process shall be to obtain the product or service, which provides the best value with needed performance, quality, reliability, and service.

All other factors being equal, vendors paying taxes in the College district shall receive 1/2 percent up to $1,000 preference to Genesee County Vendors.

Major purchases, defined as supplies, equipment, furniture, or services exceeding $54,315.00 dollars and over. Facilities related construction and maintenance purchases exceeding $81,480.00 dollars and over shall be brought forward for Board of trustee approval in compliance with the Community College Act of 1966.

Purchasing Procedure

The Purchasing Department is to establish and administer purchasing practices and procedures, institute necessary reports, arrange and approve term contracts, consolidate purchases of like or common items, and generally obtain savings. Further, the Purchasing Department will ensure compliance with the laws of the State of Michigan and the College Board of Trustees policy.

The Purchasing Department also has the final responsibility for obtaining prices and conditions of the sale for all purchases and contemplated purchases by the College.

All purchases, requests for quotations must be made by the Purchasing Department. In some instances, authority to request prices may be delegated to others via the limited purchase order procedure.

All correspondence with vendors is to be through the Purchasing Department, except where the technical details involved make it advisable to delegate this authority to others. In such cases, the Purchasing Department should receive notification of such correspondence.

In interviews with salesmen, only a member of the Purchasing Department may state preference for a certain product, reveal the College source of supply for a product, or give out any information regarding performance or price of any vendor.

The Purchasing Department will conduct all adjustments for any irregularities in products or discrepancies in orders.

Date Modified:
July 27, 2006

	MOTT COMMUNITY COLLEGE 1401 East Court St. Flint, MI 48503 (810) 762-0200 © MCC 2002-2008