Vendor Information

 

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  How to Become a Vendor
Mott Community College posts its requests for bids on the website www.bid4michigan.com (see also Bid Opportunities). Vendors must register to access or open solicitation information by clicking on the "Vendor Registration" link. Registration is free. In addition, the College also requires the completion of a W-9 and a Vendor Information Form.

W-9 Request for Taxpayer Identification Number and Certification Form
Vendor Information Form

Vendors needing to update their information for any reason may do so by submitting the new information on company letterhead to the attention of the Purchasing Office at:

Mott Community College
Purchasing Office
1401 E Court St
Flint, Mi 48503

  Preferred Vendor Classification - Construction and Trade Vendors Only
Physical Plant Operations (PPO), working with the Purchasing Department, has developed a pre-qualification process for construction and trade vendors to enable the College to perform a due diligence review of vendors in order to reduce the processing time and contracting costs of securing contracts. This process is intended to encompass projects with an overall cost of less than $30,000. It is not intended for use with large dollar value projects which would otherwise require a more formal Request for Proposal process.

For more information and to register for pre-qualified status, please see the links below:

Pre-Qualification Process for Construction and Trade Vendors for Physical Plant Operations pdf
Physical Plant Operations (PPO) Pre-Qualification Application pdf

  How Mott Community College Buys
Mott Community College uses the following in establishing bid thresholds:
 
Board Approved
Board approval is required on all major purchases (supplies, equipment, furniture, vehicles or services) exceeding $59,000 or on construction/maintenance purchases exceeding $89,000 (BP 4410 Purchasing).
 
Sealed Bids
A competitive, sealed bidding process is used for all purchases over $30,000. The requirements, specifications, and/or statements of work for these bids are publicly posted to www.bid4michigan.com.
 
Competitive Quotes
Purchases less than $30,000 but greater than $2,500 require a minimum of three competitive quotes. If three quotes cannot be obtained, those quotations obtained may be considered sufficient.
 
Simple Purchases
Purchases less than $2,500 may be directly awarded to the vendor requested by the requesting department. Employees who have been issued Purchase Cards (Pcards) via the College's Purchase Card Program are also able to execute simple purchases without direct involvement or oversight from the Purchasing Department, within the Purchasing Card Guidelines of the Pcard Program.
 
Sole Source Purchases
For purchases in excess of $2,500, a sole source purchase is considered to be a purchase from one vendor or person under circumstances when competitive solicitations are not practical or possible (any attempt to obtain bids would result in only one vendor or person being available to meet the need). The requesting department must complete a Sole Source Justification Form notifying the Purchasing Department of an intended sole source. The Purchasing Department will conduct a good faith review of available sources prior to final determination and authorization of a sole source purchase.
 

Bids for services or goods of a specialized nature may be requested directly from a vendor(s) or be advertised in other appropriate media.

The Purchasing Department staff is available to meet with vendors, but please make an appointment in advance to ensure that the person(s) that can best assist you are available.

  Solicitation Requirements
Some solicitations, commonly solicitations involving construction and renovation services, will state a requirement for prevailing wage, bid deposit and/or payment and performance bonds.
 
Prevailing Wage
The purpose for requiring prevailing wage is to protect all workers on public works projects. All vendors for construction projects on the campuses of Mott Community College are required to pay prevailing wages as defined under the federal Davis-Bacon Act, 40 USC 276a, for the occupational classification(s) and locality or localities in which the work is to be performed. All solicitations which require prevailing wage will clearly identify the requirement.
 
Bid Deposit
The purpose for requiring a bid deposit is to ensure that the awarded vendor will accept a contract, if offered, to supply the goods and services as specified in the bid specifications. If required, a bid deposit in the form of a cashier's check must be presented with the submission of the bid in the amount of (5%) five percent of the proposed bid amount, unless otherwise specified in the bid specifications. Bids submitted without a required bid deposit will be considered non-responsive and ineligible for award. Failure to accept the contract and/or furnish the commodities or services offered, as specified, may cause forfeiture of the security deposit. The bid deposit will be held until the Purchasing Department receives a signed contract (if applicable) and the payment and performance bonds (if applicable). The bid deposits of unsuccessful bidders will be returned.
 
Payment Bond
The purpose for requiring a payment bond is to protect certain laborers, materials suppliers and subcontractors against non-payment by the awarded vendor. If required, the awarded vendor must submit the payment bond in the full value of the contract amount prior to beginning work.
 
Performance Bond
The purpose for requiring a performance bond is to guarantee that the awarded vendor performs the contract in accordance with its terms and conditions, at the agreed upon price, and within the time allowed. If required, the awarded vendor must submit the performance bond in the full value of the contract amount prior to beginning work.
 
NOTE: Payment & performance bonds must be issued by a company authorized to do business in the State of Michigan. The bond must be payable to Mott Community College.
  Submitting a Bid Response

Each bid issued by the College contains specific instructions regarding what documentation (if any) is required to be submitted with the bid in order for the vendor's submission to be considered responsive. It is the responsibility of the vendor to thoroughly read and understand the bid documents. A vendor should contact the buyer listed on the bidding documents for clarification (if needed) or with questions. Responses received that do not include all of the required documents may be removed from consideration for award.

NOTE:
Vendor's who believe that specifications or other bidding requirements are restrictive of competition should inform the buyer immediately so that any valid issues can be addressed via an addendum to the bid. The College shall not be required to make any changes and reserves the right to make the final determination on any and all changes to solicitation documentation.

The Vendor is solely responsible for the timely delivery of the quote. Vendors using postal mail to submit a bid (when the bid permits manual submission of a response) are reminded that their submission must be received on or prior to the due date and time defined in the bid. Responses received after the posted due date and time will not be considered for award and may be returned unopened. Bids received prior to posted due date will be kept securely unopened until the identified due date and time. No employee of MCC will be held responsible for prematurely opening an incorrectly addressed bid proposal.

  Award Types
Purchase Order
(PO)
A purchase order is an offer by the College to contract with the vendor for the delivery of supplies or the performance of a service for an agreed upon price under the specified terms and conditions provided in the bid in conjunction with the College's General Terms & Conditions of Purchase. Any good or service that is quantifiable in number and description should be ordered using a PO.
 
Blanket Purchase Order
(BPO)
A blanket purchase order is a contract between the College and a vendor generally used for repetitious payments for contractual services, such as payment for leased equipment or room renovations. Multiple invoices can be paid off the same BPO. BPOs have a maximum authorized amount and are issued for a limited duration. No single item $500 or over can be purchased using a BPO [all quantifiable items should be purchased using a PO]. Employees authorized to use the BPO must be listed on the BPO. BPOs are good for one fiscal year only. All BPOs not otherwise fulfilled are closed at the end of the fiscal year (June 30). They may be re-issued for the following fiscal year, per requisition by the requesting department.
 

The College reserves the right to award by line item, groupings of items, or in total. The College also reserves the right to reject any and all bids if it is determined that the best interests of the College will be served by doing so. The College may reject all bids for a solicitation and not make an award, choose to cancel a solicitation, or to conduct a "re-bid". In determining an award, the qualifications of the vendor, conformity with terms & conditions, specifications of supplies or services, and cost and delivery terms may be considered. Award of a (blanket or) purchase order is based on the best value to the College, which is determined according to the criteria of the solicitation, which usually incorporates consideration for price, quality, availability, delivery and fitness for a particular purpose.

  General Terms & Conditions of Purchase pdf
 
  Board Policy 4410 Purchasing
 
  Board Policy 4670 Vendor Relations
 
  Board Policy 5806 Solicitations and Selling
 
  Tax-Free Entity
Mott Community College was established by act of the legislature of the State of Michigan and is therefore an exempt organization by operation of Internal Revenue Code Section 501 (c) (1). Our Registration for Tax Free Transactions Under Chapter 32 of the Internal Revenue Code was approved and validated in January of 1979. Mott Community College's tax exempt status remains in effect today, and will continue to remain in effect until such time that the organization ceases to exist. There is no expiration date on our tax exempt status. To obtain a copy of our Michigan Sales & Use Tax Certification of Exemption, please contact the Purchasing Department Offices.
  Payment Procedure
Vendors are entitled to be paid for supplies and service(s) requested via BPO or PO when the supplies are inspected and accepted in satisfactory condition or when the service(s) has been satisfactorily completed. The Accounts Payable Department will issue payment following the confirmation of a valid PO or BPO, receipt of supplies/completion of service(s), and receipt of a valid invoice. Invoices must contain the (blanket or) purchase order number; failure to include the (blanket or) purchase order number will result in a delay of payment until the proper number can be identified.

The College's standard payment term is net 30. Exemptions to this term may only be granted by the Accounting Department. Please contact the Director of Accounting at 810-762-5533 for inquiries.

  Debarment

Vendors can lose the ability to bid on College contracts. The College may choose to remove a vendor from consideration for bidding (debar) for a number of reasons including but not limited to:

  • Repeated withdrawal of a sealed bid price after the official bid opening date/time
  • Unsatisfactory performance under contract or cancellation of the contract by the College for cause
  • Failure to maintain required license levels on insurance
  • Failure to follow College purchasing guidelines

Debarment may lead to the vendor being prohibited from procurement transactions with the College for up to (2) two years. The Vendor will be removed from consideration for all commodities during that time. A Vendor may petition the Purchasing Manager for reinstatement upon submission of proof that the reason for removal has been eliminated. Reinstatement is at the discretion of the College. The College also has the discretion to exclude from its procurement transactions any vendor who is debarred by any agency of the Federal, State or local government. Links to the State of Michigan and Federal Debarred Lists are below:

Michigan Debarred Vendor List pdf
Federal Excluded Parties List System

  Vendor Complaints
If College employees make demands on a vendor that exceed the terms and conditions of a purchase award, the vendor should notify the buyer from whom they received the purchase award. Only the Purchasing Department has the ability to modify a purchase order. Modification of a purchase order via a change order(s) requires a documentation in writing including the name of the project, the (blanket or) purchase order number, a description of the change and its associated cost increase/decrease. The document must be signed by the cost center manager who is funding the purchase.
  Vendor Appeal Procedure

Only responsive vendors may appeal an award decision, i.e. a vendor who submits a proposal with all of the required information requested in the solicitation. A vendor who submits a "No Bid Response" cannot appeal an award.

In order to commence the appeal process, the vendor must:

  • Request an appeal of the award, in writing, to both the buyer listed on the bid and the Purchasing Manager within (48) forty-eight hours of the of the bid opening
  • The appeal should contain the bid number and description and should clearly and concisely state the facts the vendor believes created the alleged error in the award recommendation, and/or the desired remedy that the vendor is seeking
  • The Purchasing Manager will provide a written decision after investigating the appeal

The following issues are not considered to be appealable issues:

  • Failure to properly submit a bid per the bid instructions
  • Failure to submit a bid on or before the due date and time
  • Failure of a bidder to provide the required bid deposit and/or the payment and/or performance bond(s) by the date and time specified

In fairness to bidders who meet specifications and to prevent delays in purchasing, the Purchasing Department will not withdraw a recommendation to award or re-evaluate bids when an appeal maintains that the bid specifications were either unnecessarily restrictive or that a bid exceeding specifications provided a better value than a lower bid meeting specifications. Concerns of this nature should be brought immediately to the buyer's attention during the bidding process.

  Equal Opportunity
Mott Community College is an equal opportunity institution. No vendor will be denied consideration on the basis of gender, race, color, national origin, religion, height, weight, age, marital status, disability, sexual orientation, status as a disabled veteran or Vietnam era veteran and/or any other legally protected class not heretofore mentioned.
  Directions to Mott Community College Flint Campus

 

Purchasing Department
Curtice-Mott Complex
CM1117A


Contact Us:
Purchasing Staff