The objective of the Purchasing Department is to procure the goods & services needed to maintain the continuity of the College in its mission to provide high quality, accessible, and affordable educational opportunities. This is done through competitive bidding and utilizing the most responsible vendors, in order that we may provide the highest quality product or service at a price which allows our taxpayers to receive the maximum value for each dollar expended.
The Purchasing Department establishes and administers purchasing policies and procedures, institutes necessary reports, negotiates and approves term contracts, and makes consolidated volume purchases in the interest of obtaining the best value for each dollar expended. It is the intent of the Purchasing Department to maintain public confidence in the procedures and processes used by the College in obtaining (purchasing) goods and services through compliance with the College Board of Trustees Policy in accordance with federal and state legislation.
All purchases and requisitions for quotation must be made or authorized via delegation by the Purchasing Department. All correspondence with vendors should be initiated by and through the Purchasing Department. In instances where the Purchasing Department delegates this responsibility to a College Department, the Purchasing Department must be copied on such correspondence.
The Purchasing Department is responsible for the selection of reliable vendors in good standing with the College. Vendors who have not previously done business with Mott Community College are advised to register at http://www.bid4michigan.com/, as this is the method by which the College posts its solicitations for all potential vendors.
Vendors can lose the ability to bid. Removal from consideration can be caused by, but is not limited to, the following:
Withdrawal of a sealed bid price after the official bid opening date
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
Vendors that are removed from consideration will not be permitted to reapply for up to a maximum of two years. The Vendor will be removed from consideration 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.
The Purchasing Department staff is available to meet with vendors by appointment. Please contact our offices to arrange an appointment.
Vendors are advised not to furnish materials or services to any employee or student at the College without a valid purchase order. Unauthorized purchases will be considered a personal transaction between the vendor and employee/student. The College does not take responsibility for such purchases. Vendors are also advised to contact our offices prior to making sales calls on campus so that we may provide you our full attention during your visit.
Any samples or descriptive literature requested in the invitation for bid or request for quote must be provided free of charge. These must be received in the Purchasing Department no later than the due date and time of the bid opening, unless prior arrangements have been made with the Purchasing Department. Samples that are not destroyed by testing can be returned upon request. However, a portion or all of the samples submitted by the successful vendor may be kept for comparison with the shipment to be received.
Mott Community College bids 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 requiring a sealed bid will be advertised in the Flint Journal and/or at the www.bid4michigan.com website. Bids may be advertised in additional publications as necessary.
Postal mail and hand-delivered bids are acceptable methods to submit sealed bids. Please consider the postal delivery timing guidelines in determining how and when to mail your bid. Bids that are submitted via an expedited mail service must still comply with the bid envelope identification instructions. Information identifying the bid, bid opening date, and bid opening time must be included on an inside, sealed envelope (not on the outside of the overnight mail carrier’s envelope). A bid may be disqualified if it does not contain all of the identifying information. Faxed or emailed bids will not be accepted for sealed bid as we cannot guarantee the integrity of the bid process. Bids must be received in the Purchasing Department on or prior to the specified date and time stated in the bid advertisement. Late bids generally will not be considered.
The public is always welcome to attend the bid opening. Please contact the Purchasing Department to confirm the location of the bid opening.
If bid security is required, it will be stated in the invitation for bid or request for quote. A certified or cashier’s check for the bid amount specified in the invitation for bid or request for quote must be included with the bids submitted. Bids submitted without the required bid security will not be considered.
The bid security guarantees that a 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 invitation for bid or request for quote.
If a performance bond and/or labor and material bond are required, the successful bidder’s security will be held until required bonds in the amount stated in the invitation for bid or request for quote are received by the Purchasing Department. The performance bond and/or labor and material bond must be issued for the amount stated in the invitation for bid or request for quote by a company authorized to do business in the State of Michigan; 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.
The Purchasing Department will evaluate all properly completed and signed bids received and date/time stamped on or prior to the due date and time. Business will be awarded to the Vendor offering goods/services which:
Meet the specifications or are approved alternates. An approved alternate or equal is the same in quality, design, size, material and performance as the brand name item indicated on the bid. Acceptance or rejection of an item as an approved alternate or equal is at the discretion of the Purchasing Department
Are available to the College at the lowest total cost, all other things being equal
The College may reject any bid in its entirety, or as individual line items, including the lowest cost bid. Unless noted in the bid specification, bids may be awarded as a whole, or by individual line items.
Letters of intent may be used to award contracts pending receipt of a performance bond and/or insurance prior to issuing a purchase order or contract. Certificates of insurance required as part of an invitation for bid or request for quote must be sent to the Purchasing Supervisor by the successful bidder.
Notification of a bid award and the authorization to ship or begin work is made by the issuance of a Purchase Order. The Purchase Order number must be noted on all invoices for payment. Orders filled without a purchase order number from the College are unauthorized and are not considered obligations by the College to pay.
To formally appeal a decision of the Purchasing Department or to file a concern or complaint, the appeal/concern must be made in writing immediately upon learning the facts giving rise to the disagreement with the sourcing decision. State your complaint clearly and completely in writing; address it to the Purchasing Supervisor. The Purchasing Supervisor will respond to your letter promptly in writing.
Mott Community College is exempt from State and Federal Taxes. To obtain a copy of our federal Taxpayer Identification Number and Certification (W-9pdf) or confirmation of our Michigan Sales & Use Tax Certification of Exemption (form 3372pdf), please email your request to a member of the Purchasing staff.
On delivery of goods/services ordered, the vendor must prepare & submit two (2) copies of the invoice with the correct purchase order clearly indicated for payment. Invoices submitted without purchase orders identified will take longer to process. Partial payment may also be made for partial orders.
Upon receipt of goods/services and confirmation of adherence to specifications, the receiving package, vendor invoice and purchase order must all reflect the same information. If all documents are in order, the invoice is paid by the Accounts Payable Department. If a payment is to be made to a party other than the vendor whose name appears on the purchase order, the vendor must furnish a statement to the Purchasing Department indicating the name and address at which payment is to be made.
Issues with a vendor’s products or services will be sent to the vendor in writing and should receive immediate attention. The vendor must respond and correct the problem(s) without delay. Unanswered or repeated complaints to the vendor may result in removal from the Vendor List.
Mott Community College is an equal opportunity purchaser. No vendor will be denied consideration in purchasing decisions on the basis of race, religion, national origin or sex.
