Vendors' Guide

HCC operates five (5) main campuses: Brandon, Dale Mabry, Plant City, SouthShore and Ybor City. Classes are also held offsite at various community locations.

HCC at The Regent in Riverview serves as a satellite location of the Brandon Campus.

HCC’s Education Center at MacDill Air Force Base serves military personnel and civilians. 

The HCC Central Receiving Warehouse is located at the Brandon Campus.

The Dr. Gwendolyn W. Stephenson District Administration Center and the Institute for Corporate and Continuing Education (ICCE) are located near downtown Tampa on Davis Island.

Responsibility and authority to make purchases on behalf of Hillsborough Community College is assigned to the HCC Purchasing Department to ensure compliance with applicable provisions of Florida Statutes and State Board of Education Administrative Rules and Regulations. Only the College’s designated purchasing agents in the HCC Purchasing Department have the authority to purchase goods and services and to commit HCC to payment for goods and services. This includes all contacts with vendors regarding price, delivery, quantity requirements or other matters of a contractual nature.

College employees may only purchase items within the guidelines of the HCC Purchasing Card Program with a p‐card or by placing orders under a valid, existing Blanket Purchase Order (BPO). Orders placed against any existing BPO should never cumulatively exceed its total dollar amount. Total dollar amounts may only be increased or decreased via a written change order to the BPO issued by the Purchasing Department. HCC is not obligated to pay for any purchases made otherwise.

College employees may solicit quotations from vendors, but may NOT order goods or services, or reserve items, services or dates when a financial commitment is required or otherwise commit HCC to the future purchase of a good or service, or future payment in the absence of a valid HCC purchase order issued by the Purchasing Department. Unauthorized purchases may be considered personal transactions between a vendor and an employee.

The HCC Purchasing Department is responsible for the selection of reputable and reliable vendors. Vendors are encouraged to contact our office prior to making sales calls on HCC campuses. HCC Purchasing Department staff members are available to meet with vendors by appointment.

HCC uses numbered purchase orders as its primary method for the procurement of commodities and services. Vendors are cautioned not to ship merchandise or provide services without a valid HCC Purchase Order issued by the Purchasing Department. Goods and services provided in the absence of a valid HCC Purchase Order may be returned or result in non‐payment at the discretion of the College.

In order to conduct business with Hillsborough Community College (“HCC”), all vendors must register online via HCC’s VendorLink system, a free, secure, user-friendly Internet portal and one-stop service center.  To register, simply go to:  www.hccfl.edu/purchasing and click on “Begin Vendor Registration.”  HCC’s VendorLink system also allows HCC’s registered vendors to receive automatic email notifications regarding HCC's upcoming competitive solicitations as opportunities become available.  Vendors benefits include 24/7 access to vendor registration information and immediate visibility to HCC staff as a supplier/provider.  For vendors who are only interested in receiving automatic email notifications regarding upcoming competitive solicitations and identifying their business entity to HCC staff, they should complete the short process in which only the required data entry fields designated with a red asterisk must be completed.  Any vendors who wish to transact business with HCC and receive payment must complete the full registration process and complete all required fields in addition to uploading all required documentation outlined on the Purchasing website.

Vendors are cautioned NOT to provide goods and/or services without a valid HCC purchase order issued by the HCC Purchasing Department.  Goods and/or services provided in the absence of a valid HCC purchase order may be returned or result in non-payment at the discretion of the College.  In addition, all vendors are required to maintain insurance while providing active services to HCC.  All active vendors must provide proof of insurance and meet all HCC Vendor Insurance Requirements as set forth by the HCC Risk Management Department.

All vendors are required to maintain insurance while providing active services to Hillsborough Community College. Active vendors must provide proof of insurance and meet all HCC Vendor Insurance Requirements as set forth by the HCC Department of Risk Management. Failure to comply may be cause for debarment and removal from the HCC vendor database.

All of the College’s current competitive solicitations are available for download upon registration through VendorLink, the College’s online vendor registration and competitive solicitation management system. Legal advertisements are published in local newspapers, bulletins, and magazines.

Vendors without online access may request competitive solicitation documents via email from hccpurchasing@hccfl.edu or via  facsimile at 813.253.7561 prior to the opening date and time.

All sealed replies submitted in response to the College’s competitive solicitations must be received according to the HCC Purchasing Department’s time stamp clock prior to the specified time and date. There are NO exceptions to this rule.

The College exclusively posts its competitive solicitations online via HCC’s VendorLink. Existing and potential vendors may register at no charge to this electronic competitive management system to receive automatic email notifications throughout the competitive solicitation process. Vendors only interested in participating in the competitive solicitation process may register by simply completing the required form fill‐in fields. Vendors who transact business with the College via receipt of an HCC purchase order or contract award must complete the full registration process and upload all required documentation to receive payments.

The College’s public records are available upon request within applicable provisions of the Florida Statutes’ Sunshine Laws. The College processes its public records requests through the HCC Marketing and Public Relations Department. To request a public record, please contact:

Ashley Carl, Executive Director of Marketing and Public Relations
Phone: 813.253.7158
Fax: 813.253.7198
P.O. Box 31127, Tampa, FL 33631‐3127
publicrecords@hccfl.edu

Archived competitive solicitations are available for public viewing and copying during the College’s normal hours of operation, between 8:00 a.m. and 4:30 p.m. Eastern Time. Copying fees may apply.

For all purchases which are not exceptions to the requirement to solicit competitive offers by applicable Florida Statutes or State Board of Education Administrative Rules, the following rules shall apply:

• For all purchases up to $10,000, the HCC Purchasing Department requires one (1) written quote and may use its discretion to obtain more quotes if it is in the College’s best interest.
• For all purchases between $10,000.01 and $65,000, the College shall, as circumstances require, solicit the submittal of three (3) written quotations from at least three (3) different sources.
• For all purchases exceeding $65,000, the College shall, as circumstances require, publicly solicit the submittal of competitive offers from at least three (3) different sources.
•  All competitively‐solicited purchases up to $325,000 shall be approved or rejected by the College President or his designee.
• All competitively‐solicited purchases exceeding $325,000 shall be approved or rejected by the District Board of Trustees at their next regularly scheduled Board Meeting.
• When the College solicits the submittal of competitive offers and only one (1) responsive offer is submitted, the College may purchase such products or service under the best terms it can negotiate.

Note: Threshold amounts for competitive solicitation requirements are subject to change each year by the Florida Legislature and approval of the Board.

Award of a purchase order/contract is based upon the best value to the College. Various criteria are used in determining the best value including price, quality, availability, delivery, sustainability and energy star rating, and fitness for a particular purpose. Consideration is also given to the vendor’s potential ability to successfully perform under the College’s terms and conditions as well as the vendor’s record of past performance.



Exceptions to the Requirements

• Educational tests, textbooks, instructional materials and equipment, films, filmstrips, video tapes, disc or tape recordings or similar audio‐ visual materials, graphic and computer based instructional software.
• Library books, reference books, periodicals, and other library materials and supplies.
• Purchases at the unit or contract prices established through competitive solicitations by any unit of government established by law or buying cooperatives.
• Food.
• Services or commodities available only from a single or sole source.
• Professional services, including, but not limited to, artistic services, instructional services, health services, academic program reviews, lectures by individuals, attorneys, legal services, auditors, and management consultants. Services of architects, engineers, construction managers, and land surveyors are selected and negotiated according to Section 287.055, Florida Statutes.
• Information technology resources defined as all forms of technology used to create, process, store, transmit, exchange and use information in various forms of voice, video and data, and shall also include the personnel costs and contracts that provide direct information technology support consistent with the College’s information technology plan.
• Single source procurements for purposes of economy or efficiency in standardization of materials or equipment.
• Items for resale.
• The College President, or his designee, may waive solicitation requirements in emergencies when there is an imminent threat to students, employees, or public safety or in cases when necessary to prevent damage to the facilities caused by an unexpected circumstance in accordance with rules established by the Board.

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.

HCC does not have its own supplier diversity certification process; however, the Florida Office of Supplier Diversity (OSD), a specialized team within the Division of State Purchasing’s Department of Management Services, is available to help improve business opportunities for Florida-based woman-, veteran-, and minority-owned small businesses.  The goal of the OSD is to increase the number of Florida Certified Business Enterprises - minority-owned (MBE), woman-owned (WBE) and Veteran-owned (VBE).  The OSD’s office works with eligible business owners to process and grant their certification as well as to ensure they are informed of the benefits of certification.  The OSD’s certification process includes identifying and certifying eligible Florida-based small businesses by conducting thorough and effective reviews of the submitted required certification documents.  The OSD team does this through the following functions:

·         assistance with applicable state certification and recertification;

·         advocacy for the continued growth and success of woman-, minority- and veteran-owned businesses;

·         increase the outreach and communications of opportunities specific to unique business needs;

·         planning, hosting and supporting Florida business events targeted to woman, veteran, and minority business owners; and

·         provide educational and other resources to state government procurement professionals to help increase the use of these businesses in state and local government procurement contracts.

The Florida Office of Supplier Diversity and the leadership of the Florida Department of Management Services (DMS) are working hard to ensure we are providing Florida-based woman-, veteran-, and minority-owned business owners the best customer service, support, advocacy and training opportunities available. These offices continue to review their processes to ensure that vendors have a clear understanding of how to do business in the State of Florida, including the certification process to become a certified business enterprise.  Should you have any questions regarding these changes, please contact OSD via telephone at 850.487.0915 or via email at osdhelp@dms.myflorida.com.  The Office of Supplier Diversity is addressed in Section 287.0945, Florida Statutes, and the Florida Veteran Business Enterprise Opportunity Act is addressed in Section 295.187, Florida Statutes.

The HCC Accounts Payable Department is committed to paying the Collegeʹs liabilities in a timely manner. HCC values the goods and services that vendors provide and it is the HCC Accounts Payable Department’s goal is to ensure that all invoices are paid promptly upon receipt of goods and services. Generally, HCC’s credit terms are net thirty (30) days unless otherwise stated.

To expedite payment, send all invoices with HCC PO. Number(s) via email to hccaccountspayable@hccfl.edu or mail to:

Hillsborough Community College Accounts Payable Department
P.O. Box 31127 Tampa, FL 33631‐3127

Please Note: Invoices received without a valid HCC Purchase Order Number will be delayed for payment until a valid purchase order number can be obtained.

The College’s Central Receiving Warehouse is located at the HCC Brandon Campus. Normal operating hours for deliveries are 7:00 a.m. to 3:30 p.m., Eastern Time, Monday through Friday. To coordinate a delivery, please call 813.253.7924.

10451 Nancy Watkins Dr., Tampa, FL 33619‐7836