Hillsborough College (HC) uses a web-based vendor registration and solicitation management system. HC's system is a free-of-charge, secure, user-friendly Internet portal and one-stop service center which allows you to register to become an approved vendor to provide products and/or services to HC and the system automatically notifies you via email regarding any competitive solicitations that match your registered NIGP commodity code(s).
Vendors
Vendor Instructions
Failure to Follow These Instructions will Result in Delayed Payment or Non-Payment:
- The HC Purchase Order Number must appear on all invoices, packing slips, shipping labels, and correspondence.
- Only ship products to the “Ship To” address indicated on the HC Purchase Order. DO NOT ship to an alternate address.
- Only submit invoices to the HC Accounts Payable Department. DO NOT submit invoices to an HC employee in a different department.
- Submit invoices to the HC Accounts Payable Department within thirty (30) days of goods or services being delivered to the College.
- DO NOT exceed the total dollar amount listed on the HC Purchase Order.
- Include packing slips with all shipments delivered to HC and reference the HC Purchase Order Number on all packing slips.
- NEVER provide goods or services in the absence of a valid HC Purchase Order issued by the HC Purchasing Department.
- No Substitutions. Approval from the HC Purchasing Department is needed if an item is not available. Never provide a substitution.
Mail All Invoices To:
Hillsborough College
Attn: Accounts Payable Department
P.O. Box 31127
Tampa, FL 33631-3127
Or
Email Invoices To:
HC's Certificate of Tax Exemption
HC Vendor Insurance Requirements
All Vendors are required to maintain insurance while providing active services to Hillsborough College. Active Vendors must provide proof of insurance and meet all HC’s Vendor Insurance Requirements as set forth by the HC Risk Management Department. Failure to comply may be cause for debarment and deactivation within HC's exclusive vendor databases.
HC's Purchase Order Terms and Conditions
HC'S PURCHASE ORDER TERMS AND CONDITIONS
By accepting a Hillsborough College ("HC") Purchase Order ("PO"), the Vendor accepts all of the following terms and conditions:
- Acceptance: The PO constitutes acceptance of your offer to sell the goods and/or services as quoted. If Vendor refuses to accept the purchase order exactly as written, Vendor shall return it immediately with a written explanation. Delivery of goods and/or services shall indicate acceptance of the PO.
- Delivery: The PO number must appear on all shipments and documents. HC will not be responsible for any goods or services delivered without reference to the PO number. HC assumes no liability for goods shipped to destinations other than those designated on the PO. If delivery to a destination cannot be made on or before the specified date, promptly notify HC.
- Partial Deliveries: Partial deliveries/payments shall not be made, unless otherwise specified on this PO (Section 672.307, Florida Statutes).
- Payment: Submit a separate invoice for each PO number. Invoices must be mailed or emailed to the address as stated on the PO. Do not submit invoices to any other HC department; only to the HC Accounts Payable Department. Invoices must be received within thirty (30) days of delivery of goods or services unless otherwise specified on the PO.
- Extra Charges: No extra charges are permitted for boxing, crating, packing, insurance, transportation, assembling, in-place installation, etc., unless otherwise specified on the PO or in concurrence with the Vendor's quote which shall be referenced on the PO.
- Freight Charges & F.O.B. Point: If freight charges are authorized, HC reserves the right to require receipted transportation invoices. All shipments shall be shipping as F.O.B. Destination, unless otherwise stated on the PO. Transportation charges are included in the purchase price, unless otherwise specified on the PO. C.O.D. shipments shall NOT be accepted.
- Payment Terms: Payment terms are net thirty (30) days after receipt of a valid Vendor invoice. Any discount period will start upon acceptance of goods/services and receipt of an accurate, valid Vendor's invoice.
- Receiving: HC’s Central Receiving Warehouse is open to receive shipments from 8:00 a.m. to 4:30 p.m., Eastern Time, Monday through Friday. Deliveries will not be accepted on days when the College is closed; including 26 government holidays, Mid-Term, and Winter Breaks.
- Inspection & Rejection: All materials received are subject to inspection and to rejection by HC if materials are defective or do not meet HC’s specifications. HC specifically reserves the right (1) to have rejected material replaced by the Vendor at the purchase price stipulated on the PO or in the contract, or (2) to return the rejected materials for full credit at the price charged plus transportation charges. HC reserves the right to accept a part of any shipment and reject the balance, considering the contract breached to the extent of the rejected materials. HC’s rights with respect to the rejection of materials are not waived by any failure of HC's to notify the Vendor promptly upon receipt of delivery.
- Change Orders: Changes to the PO are not authorized unless a written Change Order is issued by HC. Any typographical or clerical errors are subject to correction by HC. The PO may not otherwise be modified or rescinded without HC’s written consent.
- Questions: Questions concerning the PO may be submitted in writing to HC via email at hccpurchasing@hccfl.edu or via fax at 813.253.7561.
- Pricing: (Blanket Purchase Orders) If the unit price is omitted on the PO, except where the PO is given in acceptance of quoted prices, it is agreed that the Vendor’s price will be the lowest prevailing market price, and in no event is the PO to be filled at higher prices than those previously quoted or charged, without HC’s prior written consent.
- Safety: Any and all chemical items or toxic substances delivered against the PO must be accompanied by a Material Safety Data Sheet ("MSDS") in compliance with Title 29, Code of Federal Regulations (CFR) 1910.1200.
- Failure to Perform: Failure to make delivery by or before the required delivery date stated on the PO shall constitute cause for cancellation of the PO, or any part thereof, without prejudice to its other rights. Vendor’s failure to adhere to any term or condition of the PO may result in cancellation with forty-eight (48) hours' notice. Vendor agrees that HC may return part or all of any shipment(s) made, and may charge Vendor for any loss or expense sustained as a result of such failure to deliver.
- Violation: Vendor represents and warrants that no Federal laws or regulations, Florida Statutes, or municipal ordinance has been or will be violated in the manufacturing, sale, and/or delivery of any good/service sold and delivered hereunder. If such violation has or does occur, Vendor will indemnify and render HC harmless from all loss, penalties, or the payment of all sums of money on account of such violation.
- Strict Compliance: HC may, at any time, insist upon strict compliance with these terms and conditions, notwithstanding any previous custom, practice, or course of dealing to the contrary.
- Patents & Trademarks: Vendor renders HC harmless against liability for any patent or trademark infringement that may arise from the use of any goods, items, or units covered by the PO.
- Warranty: By accepting the PO, Vendor warrants that the materials furnished hereunder shall be free from latent and patent defects and in full conformity with the specifications, drawings, and/or samples. Vendor also warrants that the materials are fit for HC’s purpose as indicated hereof and in any documents attached or made a part hereof by reference if known to Vendor. These warranties shall survive acceptance of and payment for the materials. Failure of HC to reject any said materials shall not constitute a waiver of any of these warranties. Vendor, shall further save HC, its customers, and any users harmless from any loss, damage, or expense whatsoever, including attorney’s fees and courts costs which may be suffered by the breach of any of these warranties.
- Insurance: Vendor shall procure insurance in advance and maintain adequate insurance coverage at all times. Said insurance shall provide that loss, if any, shall be payable to Vendor and the District Board of Trustees of Hillsborough College as their interests may appear.
- Vendor’s Proposal: The terms and conditions of sale as stated on the PO shall govern in the event of conflict with any terms of the Vendor’s proposal, and are not subject to change by reason of any written or verbal statements made by the Vendor, or by any statement in Vendor’s acknowledgement unless accepted in writing by HC.
- Contract/Agreement: When a formal contract or agreement has been entered into by HC and Vendor, the terms and conditions included in the contract shall have preference, and the PO is issued solely to encumber the funds and is used as a mechanism for reference and payment purposes.
- Assignment: The PO is not transferable or assignable by Vendor to third parties unless acknowledged and accepted in writing by HC.
- Nondiscrimination: HC is committed to the principle of equal opportunity for all individuals and to providing an environment free of discrimination and harassment. Decisions at HC are made without regard to age, race, color, sex, gender, religion, ethnicity, national origin, age, disability, pregnancy, sexual orientation (including gender identity), marital status, genetic information, protected veteran's status or affiliations protected by laws and regulations. HC will not tolerate any form of discrimination or harassment including sexual harassment. Vendor agrees to this nondiscrimination policy and to adhere to the requirements of the ADA and all laws protecting the disabled.
- No Conflict of Interest: Vendor certifies that its directors/principal officers are not employed and/or affiliated with HC.
HC's Federal Grant-Funded Purchase Order Terms and Conditions
Compliance Requirements
HC is utilizing federal grant funds to pay for the items and/or services being ordered under the HC Purchase Order. As such, the Vendor must comply with the Uniform Guidance, 2 CFR Part 200, U.S. Code of Federal Regulations (CFR) including, but not limited to, the requirements below as applicable as well as the additional requirements noted below. By accepting and fulfilling the HC Purchase Order, the Vendor attests that a person possessing the legal authority to make this attestation on behalf of the Vendor has made this attestation and that Vendor is in full compliance with the following as applicable to the purchase:
- Compliance with Executive Order Executive Order 11246 of September 24, 1965, entitled “Equal Employment Opportunity,” as amended by Executive Order 11375 of October 13, 1967, and as supplemented in Department of Labor regulations (41 CFR chapter 60).
- Compliance with the Copeland “Anti-Kickback” Act (18 U.S.C. 874) as supplemented in Department of Labor regulations (29 CFR part 3).
- Compliance with the Davis-Bacon Act (40 U.S.C. 276a to 276a -7) as supplemented by Department of Labor regulations (29 CFR part 5).
- Compliance with sections 103 and 107 of the Contract Work Hours and Safety Standards Act (40 U.S.C. 327 -330) as supplemented by the Department of Labor regulations (29 CFR part 5).
- Compliance with Rights to Inventions Made by Nonprofit Organizations and Small Business Firms Under Government Grants, Contracts, and Cooperative Agreements in accordance with 37 CFR Part 401, any implementing regulations issued by the Federal Government, State, or local government agencies pertaining to patent rights with respect to any discovery or invention which arises or is developed in the course of or under this procurement and its resultant contract.
- Compliance with all applicable standards, orders, or requirements issued under section 306 of the Clean Air Act (42 U.S.C. 1857(h), 7401 et seq.), the Federal Water Pollution Control Act as amended (33 U.S.C. 1251 et seq.), section 508 of the Clean Water Act (33 U.S.C. 1368), Executive Order 11738, Environmental Protection Agency regulations (40 CFR part 15).
- Compliance with mandatory standards and policies relating to energy efficiency which are contained in the state energy conservation plan issued in compliance with the Energy Policy and Conservation Act (Pub. L. 94 -163, 89 Stat. 871).
- Compliance with the certification and disclosure requirements of the Byrd Anti-Lobbying Amendment (31 U.S.C. 1352).
- Compliance with Executive Order 12549 and Executive Order 12689 pertaining to Debarment and Suspension of names on the General Service's Administration List of Parties Excluded from Federal Procurement or Non-procurement Programs.
- Compliance with Federal agency requirements and regulations pertaining to reporting with respect to this procurement and its contract.
- Compliance with any Federal agency requirements and regulations pertaining to copyrights and rights in data.
- Compliance with providing access to HC, the local, state, and Federal grantor agency, the Comptroller General of the United States, or any of their duly authorized representatives to any books, documents, papers, and records of the Contractor which are directly pertinent to this procurement and its contract for the purpose of making audits, examinations, excerpts, and transcriptions.
- Compliance with retention of all required records relative to this procurement and its contract for five (5) years after HC makes its final payments and all other pending matters are closed.
- Compliance with the provisions of Chapter 112, Florida Statutes, Codes of Conduct.
- Compliance with section 6002 of the Solid Waste Disposal Act, as amended by the Resource Conservation and Recovery Act for items exceeding ten thousand dollars ($10,000).
HC's Federal Award/Grant Micro-Purchase Self-Certificate
HC's Equal Opportunity Policy
Hillsborough College (HC) holds a longstanding institutional commitment to fostering work, learning, and business environments in which all individuals are treated with dignity, care, and respect. HC promotes access and non-discrimination in all of the College's purchasing and procurement-related processes and activities associated with HC's competitive solicitations and purchasing activities as well as the College's contract awards, and prohibits unlawful discriminatory practices, including harassment, retaliation, and sexual misconduct. HC strives to operate in a manner in which all who interact within the College feel welcomed and safe whether they are working on projects, providing contractual services, supplying products, or participating in contractual activities.
The College makes all purchasing, procurement, and contract award-related decisions without regard to race, color, sex, gender, religion, ethnicity, national origin, age, pregnancy, disability, sexual orientation, gender identity, gender expression, marital status, genetic information, protected veteran’s status, pregnancy, childbirth or related medical conditions. Other forms of prohibited behavior under the College's policies are sexual harassment, sexual assault, sexual battery, sexual coercion, sexual abuse, gender-based harassment, stalking (including cyber-stalking), domestic violence, dating violence, and any terms that constitute sexual misconduct.
These policies apply to all members of the College community, including students, employees, volunteers, independent contractors, visitors, and any individual regularly or temporarily employed, studying, living, visiting, conducting business, or having any official capacity at the College. HC makes every reasonable effort to ensure that all concerned are familiar with its stance and know that any complaint in violation of its rules, policies, and procedures will be investigated and resolved appropriately. Further, these policies also apply to conduct occurring on HC property or at College-sanctioned events or programs that take place on off-campus sites, including study abroad and internship programs, as well as at Hawks Landing and the Regent.
The College's policies do not abridge free speech rights or academic freedom.
To the extent permitted by Federal and Florida law, the College encourages the participation of Women/Minority-Owned Business Enterprises (W/MBEs) and Service-Disabled Veteran Business Enterprises (SDVBEs) in all of its competitive solicitations, contracts, subcontracts, and joint ventures associated with College purchases and procurements. No person, individual, agency, or business entity shall be excluded from participation in, denied the benefits of, or otherwise discriminated against in connection with the award and the performance of any College purchase or procurement on the basis of race, color, sex, gender, religion, ethnicity, national origin, age, pregnancy, disability, sexual orientation, gender identity, gender expression, marital status, genetic information, protected veteran’s status, pregnancy, childbirth or related medical conditions. The College is committed to actively soliciting responses from W/MBEs and SDVBEs as well as from Vendors, Suppliers, and Offerors who make good faith efforts to provide bid opportunities to W/MBE and SDVBE subcontractors. Additionally, the College encourages all of its successful Vendors, Suppliers, and Offerors to make good faith efforts to provide bid opportunities to W/MBE and SDVBE subcontractors and to commit any portion(s) of HC contract award amount(s) with capable W/MBE and SDVBE subcontractors.
HC’s Office of Title IX and Civil Rights Compliance is the designated department to lead, guide, and ensure compliance with HC's policies as the right thing to do, including expectations based on federal and state laws, and local ordinances which prohibit illegal discrimination, harassment, sexual misconduct, and retaliation. When reported to that office, College officials will take prompt, fair, equitable, and appropriate action to correct violations of the College's policies associated with equal opportunity, equity and diversity, which may include disciplinary action(s) of HC employee(s) involved and/or termination(s) of contract(s) in whole or in part. Further, any forms of retaliation against someone who files a complaint or who participates in the investigation process are prohibited and this may result in disciplinary action(s) of HC employee(s) involved and/or termination(s) of contract(s) in whole or in part.
Vendors, Suppliers, Contractors, and/or Offerors who believe that they have been the victim of discrimination should contact:
Annazette M. Houston
ahouston14@hccfl.edu
813.253.7043
Dr. Gwendolyn W. Stephenson
District Administration Center
Office of Title IX and Civil Rights Compliance
4115 N. Lois Avenue, Tampa, FL 33614
State of Florida Office of Supplier Diversity ("OSD") Certification
To the extent permitted by Federal and Florida law, Hillsborough College is committed to providing women-owned and minority-owned business enterprises (W/MBEs) the opportunity to conduct business with the College.
The College does not have its own supplier diversity certification process; however, the following information may assist you in applying for certification:
State of Florida, Department of Management Services
Office of Supplier Diversity (OSD)
4050 Esplanade Way, Suite 380
Tallahassee, Florida 32399-0950
TEL: 850.487.0915
FAX: 850.922.6852