Vendors

Failure to follow these instructions will result in delayed payment or non-payment.

1. The Purchase Order Number must appear on all invoices, packing slips, shipping labels, and correspondence.
2. Only ship to the “Ship To” address indicated. DO NOT ship to an alternate address.
3. Only submit invoices to HCC Accounts Payable. DO NOT submit invoices to an alternate address.
4. Submit invoices within thirty (30) days of goods or services being received.
5. DO NOT exceed the amount listed on this Purchase Order.
6. Include packing slips with shipment and include this Purchase Order Number on packing slip.
7. NEVER provide goods or services in the absence of a valid HCC Purchase Order.
8. No Substitutions: Approval is needed if an item is not available.

Mail All Invoices in Duplicate to:

HILLSBOROUGH COMMUNITY COLLEGE
ACCOUNTS PAYABLE
P.O. BOX 31127
TAMPA, FL 33631-3127

Or Email to:

hccaccountspayable@hccfl.edu

P.O. TERMS AND CONDITIONS

By accepting this Hillsborough Community College (HCC) Purchase Order (PO), the Vendor accepts all of the following terms and conditions:  

HCC PURCHASE ORDER TERMS AND CONDITIONS By accepting this Hillsborough Community College (HCC) Purchase Order (PO), the Vendor accepts all of the following terms and conditions:

1. Acceptance: This PO constitutes acceptance of your offer to sell the goods and/or services as quoted. If Vendor refuses to accept this order exactly as written, Vendor shall return it immediately with a written explanation. Delivery of goods and/or services shall indicate acceptance of this PO.
2. Delivery: The PO number must appear on all shipments and documents. HCC will not be responsible for any goods or services delivered without reference to the PO number. HCC assumes no liability for goods shipped to destinations other than those designated on the PO. If delivery to destination cannot be made on or before the specified date, promptly notify HCC.
3. Partial Deliveries: Partial deliveries/payments shall not be made, unless otherwise specified on this PO (Section 672.307, Florida Statutes).
4. Payment: Submit a separate invoice for each PO number. Invoices must be mailed or emailed to the address stated on the reverse. Do not submit invoices to any other HCC department. Invoices must be received within thirty (30) days of delivery of goods or services unless otherwise specified on this PO.
5. Extra Charges: No extra charges allowed for boxing, crating, packing, insurance, transportation, assembling, in-place installation, etc., unless otherwise specified on this PO.
6. Freight Charges & F.O.B. Point: If freight charges are authorized on the reverse side, HCC reserves the right to require receipted transportation invoices. All shipments are F.O.B. Destination, unless otherwise stated on the reverse. Transportation charges are included in the purchase price, unless otherwise specified on the reverse. C.O.D. shipments will not be accepted.
7. Payment Terms: Payment terms are Net 30 Days after receipt of a valid invoice. Any discount period will start upon acceptance of goods/services and receipt of a correct invoice.
8. Receiving: HCC’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 holidays or during Mid-Term and Winter Breaks.
9. Inspection & Rejection: All material received is subject to inspection and to rejection by HCC if material is defective or does not meet HCC’s specifications. HCC specifically reserves the right (1) to have rejected material replaced by the Vendor at the purchase price stipulated on this order or in the contract, or (2) to return the rejected material for full credit at the price charged plus transportation charges. HCC reserves the right to accept a part of any shipment and reject the balance, considering the contract breached to the extent of the rejected material. HCC’s rights with respect to the rejection of material are not waived by failure of HCC to notify the Vendor promptly upon receipt of delivery.
10. Change Orders: Changes to this PO are not authorized unless a written Change Order is issued by HCC. Any typographical or clerical errors are subject to correction by HCC. This PO may not otherwise be modified or rescinded without HCC’s written consent.
11. Questions: Questions concerning this PO may be submitted in writing to HCC at hccpurchasing@hccfl.edu or fax 813.253.7561.
12. Pricing: (Blanket Purchase Orders) If unit price is omitted on the order, 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 this PO to be filled at higher prices than those previously quoted or charged, without HCC’s written consent.
13. Safety: Any and all chemical items or toxic substances delivered against this PO must be accompanied by a Material Safety Data Sheet (MSDS) in compliance with Title 29, Code of Federal Regulations (CFR) 1910.1200.
14. Failure to Perform: Failure to make delivery by or before the required delivery date stated on the reverse shall constitute cause for cancellation of the order, or any part thereof, without prejudice to its other rights. Vendor’s failure to adhere to any term or condition of this PO may result in cancellation with forty-eight (48) hours notice. Vendor agrees that HCC may return part or all of any shipment made, and may charge Vendor for any loss or expense sustained as a result of such failure to deliver.
15. Violation: Vendor represents and warrants that no Federal or State Statute or regulation 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 HCC harmless from all loss, penalties, or the payment of all sums of money on account of such violation.
16. Strict Compliance: HCC 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.
17. Patents & Trademarks: Vendor renders HCC harmless against liability for any patent or trademark infringement that may arise from the use of any goods, items, or units covered by this PO.
18. Warranty: By accepting this order, the Vendor warrants that the material furnished hereunder shall be free from latent and patent defects and in full conformity with the specifications, drawings, and/or samples. The Vendor also warrants that the material is fit for HCC’s purpose as indicated hereof and in any documents attached or made a part hereof by reference if known to the Vendor. These warranties shall survive acceptance of and payment for the material. Failure of HCC to reject said material shall not constitute a waiver of any of these warranties. The Vendor, further shall save HCC, its customer and any users harmless from any loss, damage, or expense whatsoever, including attorney’s fees and courts costs which may be suffered by breach of any of these warranties.
19. Insurance: Vendor shall procure and maintain at all times adequate insurance. Said insurance shall provide that loss, if any, shall be payable to Vendor and HCC as their interests may appear.
20. Vendor’s Proposal: The terms and conditions of sale as stated on this 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 HCC.
21. Contract/Agreement: When a formal contract or agreement has been entered into by HCC and Vendor, the terms and conditions included in the contract shall have preference, and this PO is issued solely to encumber the funds, and for payment purposes.
22. Assignment: This PO is not transferable or assignable by Vendor to third parties unless acknowledged and accepted in writing by HCC.
23. Nondiscrimination: HCC is committed to the principle of equal opportunity for all individuals and to providing an environment free of discrimination and harassment. Decisions at HCC 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. HCC 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.
24. No Conflict of Interest: Vendor certifies that its directors/principal officers are not employed and/or affiliated with HCC.

Compliance Requirements

HCC is utilizing federal grant funds to pay for the items and/or services being ordered under this HCC 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 this HCC 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 this purchase:

1. 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).
2. Compliance with the Copeland “Anti-Kickback” Act (18 U.S.C. 874) as supplemented in Department of Labor regulations (29 CFR part 3).
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).
4. 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).
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.
6. 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).
7. 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).
8. Compliance with the certification and disclosure requirements of the Byrd Anti-Lobbying Amendment (31 U.S.C. 1352).
9. 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.
10. Compliance with Federal agency requirements and regulations pertaining to reporting with respect to this procurement and its contract.
11. Compliance with any Federal agency requirements and regulations pertaining to copyrights and rights in data.
12. Compliance with providing access to HCC, 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.
13. Compliance with retention of all required records relative to this procurement and its contract for five (5) years after HCC makes its final payments and all other pending matters are closed.
14. Compliance with the provisions of Chapter 112, Florida Statutes, Codes of Conduct.
15. 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).

Download HCC Tax Exemption Certificate

Hillsborough Community 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

Hillsborough Community College (HCC) is an equal opportunity institution dedicated to providing a nondiscriminatory environment which promotes equal access and equal opportunity to all persons regardless of race, ethnicity, color, religion national origin, age, gender, gender preference, disability, marital status, or veteran status.

The College encourages the participation of women-owned and minority-owned business enterprises (W/MBEs), in all contracts, subcontracts, and joint ventures associated with its procurements. No person, agency or company shall be excluded from participation in, denied the benefits of, or otherwise discriminated against in connection with the award and performance of any HCC procurement on the basis of race, color, sex, gender, religion, ethnicity, national origin, age, disability, sexual orientation (including gender identity), marital status, genetic information, protected veteran’s status, or affiliations.

The College maintains a commitment to actively solicit responses from businesses owned by women and minorities as well as from businesses which demonstrate a good faith effort to provide bid opportunities to W/MBE subcontractors. The College strongly encourages W/MBE participation in its procurements. Additionally, the College encourages all contractors to make a good faith effort to provide bid opportunities to W/MBE subcontractors.

Vendors or contractors who believe that they have been the victim of discrimination should contact:

Elina “Tina” Bivins, MBA, CLI
Equity Manager & Title IX Coordinator
Hillsborough Community College
Dr. Gwendolyn W. Stephenson District Administration Center
39 Columbia Drive, Room 717
Tampa, Florida  33606-3584
Telephone:  813.253.7591
Email:  ebivins2@hccfl.edu

HCC Equity & Diversity Office