Purchasing Guidelines

A Political Subdivision
As a political subdivision of the State of Florida, the college is governed by a five-member Board of Trustees appointed to staggered four-year terms by the governor. The Trustees appoint a president. The president serves as Chief Executive Officer of the college and through his faculty and staff, implements policies set by the Trustees, the State Board of Education and the Division of Community Colleges. The primary source of funds to the college consists of appropriations by the Legislature and student fees. The college does its banking in Pinellas County and issues its own checks in payment of obligations.

Purchasing Procedure
The college utilizes the purchase order as the primary method for the procurement of supplies, equipment, or services. Through the administrative structure of the college, the president has placed the procurement responsibility with the director of purchasing. ALL VENDORS ARE CAUTIONED NOT TO SHIP OR LOAN SUPPLIES, EQUIPMENT, OR PROVIDE VENDOR SERVICES WITHOUT A PURCHASE ORDER OR PURCHASE ORDER NUMBER.

Competitive Pricing Requirements

Exceptions to the competitive pricing policy include, but are not limited to, purchases from State of Florida contracts, county contracts, district school board contracts, state university system cooperative bid agreements, cooperative contracts with other community colleges, bid agreements of other community colleges, Educational and Institutional Cooperative Service, PRIDE, State Department of Corrections, purchases of certain professional services and purchases of information technology (computer hardware and software).

How a Requisition becomes a Purchase Order
The requisition is a department request for the purchase of supplies, equipment, or services. The requisition is a department request for the purchase of supplies, equipment, or services. The requisition is a department request for the purchase of supplies, equipment, or services.

COST IS LESS THAN $5,000
Example 1 - The Mathematics Department sends the purchasing department a requisition for a secretarial desk at an estimated cost of $1,415. ABC Furniture was the suggested vendor. Purchasing will contact ABC Furniture and verify the selling price of the desk, including freight. Subsequently, a purchase order is issued to ABC in the amount of $1,505, F.O.B. Destination.

COST EXCEEDS $5,000 BUT LESS THAN $65,000
Example 2 - The Science Department sends a requisition for a list of lab supplies in the amount of $12,591. The requisition is assigned to a Purchasing Specialist (buyer) who determines that several items totaling $3,600 are available on state contract. A purchase order is processed for those items to the state contract vendor and three quotes are requested for the remaining items. A purchase order is issued to the vendor supplying the lowest or best quote.

COST EXCEEDS $65,000
Example 3 - The Facilities Planning Department sends a requisition for carpet to be installed at an estimated cost of $67,899. Purchasing prepares a formal bid solicitation. This document is mailed to at least three responsible vendors. The bids are opened at the appointed time. After the bids are tabulated and posted, a recommendation for a bid award is prepared, usually for the lowest or best bid meeting specifications. A purchase order is issued as soon as practical following a bid award.

How Payment is made to the Vendor
The college utilizes the PeopleSoft financial system. Payment of purchase orders takes place when shipments are received by the Receiving Department, entered into the system and invoices are received by Accounts Payable and vouchers are entered into the system. A check for payment is cut after payment information is entered into the system.

Pursuant to Florida Statute, 119.971(5)(a)2.a, St. Petersburg College collects and uses contractor SSN information in order to file the required information returns with the IRS, as required by the federal law. (Internal Revenue Code 1609). Failure to complete this information on the required Vendor Information Request form and the W-9 form will prevent payments from being made.

Affiliations
The college is a member of the National Association of Educational Buyers (NAEB) and the National Institute of Governmental Purchasing, Inc. (NIGP).