Vendor Handbook

JEFFERSON COMMUNITY COLLEGE PURCHASING DEPARTMENT

VENDOR HANDBOOK

PURCHASING POLICY

In accordance with the Jefferson Community College adopted procedures, the Purchasing Department is authorized to administer all purchasing activities with regard to materials, supplies, services and equipment. The primary function of Purchasing is to ensure that the Jefferson Community College receives the best possible products and services that meet the needs of the requesting department at the lowest possible cost.

Rules governing purchasing and contract procedures were established under the concept of open competitive bidding as set forth by GML 103 and 104-b. Under this system, purchase awards are made to the lowest responsible vendor who meets the College’s specifications and is capable of delivering the service or product. These specifications and conditions are outlined in bid packages that are available to all interested vendors.

Jefferson Community College encourages all segments of the business community to participate in its purchasing program.

The Purchasing Department coordinates vendor contracts and supervises the procurement process to ensure compliance with purchasing policies and procedures. Office hours are from 8:00 AM to 4:00 PM, Monday through Friday. Vendors may contact the Purchasing Department during these hours at (315) 786-2475.

THE PURCHASING PROCESS

The Purchasing Department maintains a list of qualified vendors for solicitation of quotes and bids. You can contact the Purchasing Department to have your company’s name added to the Jefferson Community College Vendor Bid/Quote List, or fax the information to (315) 786-2366. Be sure to include the services/products offered so you are included in the correct category.

METHODS OF PURCHASE

The following purchasing methods are used by the College to acquire products, services and equipment:

 

Order Amounts
Minimum Quotation Procedure
Less than $1,500
(Materials, Equipment or Services)
No Formal Quotation Required. Indicate preferred vendor only.  Purchase to be based upon reliable market information such as catalogues, vendor price listings or quotations
$1,500 - $5,000
(Materials, Equipment or Services
Two (2) Written Quotations Required.  Indicate preferred vendor and obtain one additional written quotation.
$5,000.01 - $20,000
(Materials and Equipment)     
Three (3) Written Quotations Required.  Indicate preferred vendor and obtain two additional written quotations.
$5,000.01 - $35,000
(Public Works/Services or
Equipment Rental exceeding $10,000)
Three (3) Written Quotations Required.  Indicate preferred vendor and obtain two additional written quotations.

 

Vendors should take particular care when quoting prices to assure accuracy for quantities, units of measure, pricing and delivery terms. Purchasing reviews quotes and selects the lowest quote meeting the College requirements and specifications. Jefferson Community College will accept quote responses via mail, electronically, or fax.

 

FORMAL SEALED BIDS (OVER $20K)

All purchases of like commodities exceeding $20,000 for all departments combined annually are acquired through this process.

Legal notices are published in local newspapers informing the public of the products or services being bid.

Bid packages are prepared with detailed specifications and conditions including items bid, units and total quantity desired, instructions for bidding, delivery information, bid opening dates and any special requirements for bidding.

Bid notices are mailed to vendors on the Vendor Bid List for a specific commodity. The bid packages are available for pickup at the Purchasing Department or mailed upon request.

Plan holders’ lists shall not be released prior to a bid opening as this may adversely affect the bids received and/or encourage collusion.  Any requests received by Jefferson Community College for this information should be directed to the Purchasing Department. No exceptions are made to this policy.

Any bids not arriving prior to the bid-opening deadline will be rejected and returned to the bidder unopened.

Sealed bids are publicly opened and read at the time and place designated in the bid documents and legal notices. All information regarding the opening of a bid will be detailed within the bid specifications.

All bid tabulations showing bid results are available for public inspection during regular business hours at the Purchasing Department. Vendors can request a copy via US Mail by sending a self addressed, stamped envelope.

Purchases and/or contracts are awarded to the lowest responsive and responsible bidder(s) meeting the College’s specifications.

The College reserves the right to reject any and all bids or parts of bids when such rejection is in the best interest of the College. The College reserves the right to award all bids on an item-by-item or aggregate basis, whichever is deemed in the best interest of the College.

 

REQUEST FOR PROPOSAL (RFP)

Requests for proposals are traditionally used as a means of obtaining all types of professional services. A request for proposals and evaluation of proposals can consider price plus other factors such as experience, staffing and professional reputation.

The RFP involves making a request from various firms and then evaluating the proposals received. The Executive Director for Finance & Human Resources will review all contracts to be executed with the firm selected.

BID PRICES SUBMITTED

The bid price submitted shall be exclusive of Federal and State taxes and must not include any tax for which the bidder may claim exemption because of doing business with the College. All prices submitted must include all delivery charges to Jefferson Community College.

PREVAILING WAGES

Prevailing wages shall be paid for each contract to which may involve the employment of laborers, workmen, or mechanics, as outlined in Article 8 of the New York State Labor Law. The vendor is responsible for providing certified payrolls to Jefferson Community College before any invoices can be processed.

INSURANCE

The College requires that insurance shall be procured with the specified coverage amounts required and an insurance certificate provided prior to a purchase order or payment. The certificate of insurance provided must name “Jefferson Community College” as a certificate holder and “Additional Insured”. In addition, the County of Jefferson must be listed as “Additional Insured”. New York State now requires proof of workers compensation and disability be provided on specific forms or an annual waiver form must be completed and approved by NYS Department of Worker Compensation if your company is not required to carry this insurance.

Invoices cannot be processed unless the vendor maintains proof of all required insurance on file for the duration of the order.

SECURITY

If a bid security is required, the bid invitation will indicate the kind and amount of security needed. Submitted bid packages will not be considered by the College if the specified security is not enclosed.

Two types of security are used by the College:

  • BID DEPOSIT (Certified Check or Bid Bond): The deposit must be for the amount specified in the bid invitation. The deposit will be forfeited to the College should the successful bidder fail to enter into a contract or to accept a purchase order. Bid deposits are returned to the unsuccessful bidders by mail.
  • PERFORMANCE, LABOR AND MATERIAL BONDS: These bonds may be required from a successful bidder on certain bids. The College holds these bonds until all contract obligations are satisfactorily met. The bonds may be forfeited to the College should the successful bidder fail to comply with the terms and conditions set forth in the specifications and the award. Bonds are to be made payable to Jefferson Community College.

 

AWARD OF CONTRACT

Award of a bid will be made to the lowest responsible qualified bidder whose bid response meets the specifications. The College reserves the right to waive any informality or to reject any or all bids and may advertise for new bids, if in its opinion the best interest of the College will be served. The College may require any or all bidders to present evidence of experience, ability and financial standing as well as a statement as to the equipment which they will have available for the execution of the contract. The College reserves the right to award a bid either on an item-by-item basis or as a total award of all items in combination.

 

INVOICING AND PAYMENT

To ensure prompt payment of a purchase order, invoices containing the proper information must be submitted to the “Accounts Payable” address indicated on the purchase order.

Invoices must contain the purchase order number, quantities, unit of measure and total prices as stated on the purchase order. No payments will be issued prior to receipt and acceptance of products and services by authorized College representatives.

Jefferson Community College is exempt from paying all Sales Tax and Compensating Use Tax imposed by the State pursuant to N.Y.S. Tax Law 1116(A)(1). Upon request, a letter attesting to this fact, from the N.Y.S. Department of Taxation & Finance, will be provided.

GIFTS AND GRATUITIES

College policy prohibits acceptance of gifts at any time other than advertising novelties. Employees shall not participate in any College transaction from which they will benefit directly or indirectly.

 

For more information, please contact:

Jefferson Community College
Purchasing Department
1220 Coffeen Street
Watertown, NY 13601
Phone: 315-786-2475
Fax: 315-786-2366

 


 [k1]www.irs.gov/pub/irs-pdf/fw9.pdf