Vendor Information

Mott Community College posts its requests for bids on the website www.bidnetdirect.com/mitn/mottcommunitycollege (see also Bid Opportunities). Vendors can register by clicking on the Register Now link. If awarded a purchase order, MCC requires the completion of a W-9 and a Vendor Information Form. Both forms can be accessed via the links below.

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

Vendors needing to update their contact or payment information may email an updated W-9 and Vendor Information Form to any of the Purchasing Staff or mail it to the attention of the Purchasing Department at:

Mott Community College
Purchasing Department, CM1025
1401 E. Court St.
Flint, MI 48503-2089

Mott Community College uses the following in establishing bid thresholds:

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.

Solicitations involving construction and renovation services may state a requirement for a bid deposit, payment or performance bond, or prevailing wages per the Davis-Bacon Act.

Solicitations issued by MCC contain specific instructions regarding what documentation is required to be submitted with the bid for the vendor's submission to be considered responsive. It is the responsibility of the vendor to thoroughly read and understand the bid documents. Vendors should contact the buyer listed on the bidding documents for clarification or with questions. Responses received that do not include all of the required documents may be removed from consideration for award.

The Vendor is solely responsible for the timely delivery of its submission. Vendors using postal mail to submit a bid (when the bid permits the 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.

4410 Purchasing

General: Purchases should be based on quality and price. Qualified vendors should have the opportunity to bid on College purchases. This policy is established to ensure that sound business practices are followed in the purchase of furnishings, equipment, materials, goods and supplies.

The following basic policy statements apply:

1. Approved purchases currently not exceeding $29,000, and adjusted annually as outlined in Subsection 8 of this policy, will be made on the open market consistent with sound purchasing procedures.
2. Approved purchases currently exceeding $29,000, and adjusted annually as outlined in Subsection 8 of this policy, are to be made through the use of specifications and sealed bids/quotes from at least three persons, firms or corporations known to deal in the particular class of materials described in the specifications, provided that if three vendors cannot be obtained, those quotations received may be sufficient.
3. Bids on purchases exceeding $125,000 must be recommended to the Board for approval.
4. To obtain the most favorable prices and quality, certain items may be purchased on a cooperative basis though the Hospital Purchasing Service, statewide Regional Educational Media Center (REMC), Cooperative Purchasing Program, Food Service Cooperative Purchasing, and/or State of Michigan purchasing contract. Other appropriate consortium competitive bidding programs may be used as vendor quotations for purchase approval or recommendation to the Board.
5. The College will attempt to purchase materials, goods or supplies locally when quotations are reasonable and comparable.
6. Construction of new buildings and additions will be bid and awarded in accordance with provisions of the Michigan Community College Act. When other relevant factors are substantially equal, the College may give preference to contractors paying property taxes to the College district over those who do not.
7. The Board reserves the right to accept or reject any or all bids or quotations received under this policy.
8. With the exception of Section 3, the financial limits set forth above will be adjusted each July 1 by the previous calendar year’s United States Urban Consumer Price Index for all consumers, as defined and reported by the U.S. Department of Labor, Bureau of Labor Statistics (rounded to the nearest next thousand).
9. The Board Chair and Board Finance Committee Chair shall be advised within a reasonable time with change orders cumulative to $50,000.

LEGAL REF: MCL 389.103 and 125, as amended.

4670 Vendor Relations

General: No agent or vendor may solicit on College property without first receiving approval from the President or designee. The College reserves the right to include or exclude vendors at its discretion. Vendors may not interfere with the educational or administrative processes of the College.

LEGAL REF: MCL 389.103 and 125, as amended

5806 Solicitations and Selling

General: All persons seeking to sell, solicit, or display items relating directly to expenditures of College funds to any College employee shall first secure permission from the President or the President’s designee before any appointments are made.

College employees will not use College time, facilities, equipment or systems in connection with any soliciting or selling activities outside of their regularly assigned job duties, including, but not limited to solicitations and sales for charitable activities except those specifically authorized by the President.

LEGAL REF: MCL 389.103 and MCL 169.201 et seq., as amended

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.

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) 762-0527 for inquiries.

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
• Federal Excluded Parties List System

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 award notice.
• The appeal should contain the bid number and bid 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.