The Purchasing Department staff
is interested in vendor representatives making sales calls by appointment only.
Sales calls on individual departments are allowed; however,
appointments should be made in advance and departments are not
allowed to purchase materials at the time a sales call is made.
When making sales calls to the Purchasing Department, an
appointment is required. If you need to cancel an
appointment, you should notify the buyer of this cancellation as
soon as possible.
Please follow this link
www.mdc.edu/vendor. This website is designed for use by either
Internet Explorer or Safari.
Vendors are encouraged to visit
our Miami Dade College Bids link to view open solicitations they may want to submit a response for. Please contact the
Purchasing Department: (305) 237-2402, Vendor Line: (305)
A vendor may be temporarily or
permanently removed from the vendor list as a result of:
- Failure to reply to three consecutive bid invitations for any commodity area (If you do not desire to bid), return the bid
invitation indicating a "NO BID" and provide a short
statement as to why you are unable to bid. No action will be
taken and you will remain on the active bid list.
- Failure to make delivery as
- Substitution and/or inferior
or subcontracted for merchandise
- Failure to make satisfactory
Quotations may be obtained by
telephone, fax machine, e-mail, or in writing. This method of obtaining
pricing is usually limited to purchases under $25,000; however,
it can also be used to confirm pricing on noncompetitive items.
Vendors should make every effort to ensure that all pricing
information, specifications, terms and conditions are made known
to the buyer. Prices quoted by these methods must be good for at
least 45 days.
Requests for bids
are more formal methods for requesting pricing. This procedure
is used for the purchase of items over $25,000. All information
regarding the purchase is written and the bid package
remains sealed until the opening date. Bids are
opened at a date and time specified in the document. Three
copies of the request are provided. Two copies are to be filled
out and returned to the College in the envelope provided in the
bid package and one copy is to be retained by the vendor. In the
event that a vendor is bidding on items other than those
specified in the bid, it is important that adequate information
accompany the bid so that a fair evaluation can be made of any
alternate item(s). The College will be the final judge as to the
acceptability of any items bid.
Bid openings are open
to the public. Vendors may attend the openings on the scheduled
date and time. Since bids are a matter of public record, they
may be viewed by vendors at any time; however, an appointment
must be made with the buyer to review any bid results. Bid
results may be given by phone, but the Purchasing Department
takes no responsibility for any errors which may occur during
The Request for Proposal (RFP)
is another method of requesting pricing and is generally used
for purchases over $25,000. This method usually contains special
conditions and/or specifications which the vendor must take into
consideration when giving a price. In this instance, the College
will consider several criteria, which are listed in the document
and pricing is not the sole determining factor of the award.
The College has established a
procedure which authorizes College employees to purchase goods
and services under $1,000 utilizing a "Visa"
Purchasing Card. Individuals who have been authorized to
make these types of purchases will contact the vendor, request
the items or services required and provide the vendor their
purchasing card number. Individuals may place orders in
person, by phone, fax or on a secured internet site.
Orders may be picked up or shipped to the person placing the
Vendors are requested and
instructed to read all terms and conditions and statements
appearing on the forms used for obtaining pricing, particularly
the Instructions to Bidders and Purchase Orders. The College
adheres to these terms and conditions and also expects vendors
to adhere to them. PLEASE READ CAREFULLY ALL OF THE INFORMATION
CONTAINED ON THE COLLEGE DOCUMENTS PRIOR TO SUBMITTING YOUR BID.
All bids and requests for
proposals must be received in the Purchasing Department prior to
3:00 p.m. on the scheduled opening date. The correct time will
be that kept in the Purchasing Department. Any document received
after the 3:00 p.m. deadline will be returned unopened. Receipt
of the bid or proposal by any other department of the College is
Trials, and Samples
Vendors are encouraged to make
demonstrations available to College personnel as often as
possible. Any equipment left at the College for demonstration or
trial purposes shall remain the responsibility and property of
the vendor. Any cost, which may be incurred by the College
because of a demonstration or trial, shall be clearly detailed
in writing to the Purchasing Department before the
items/equipment to be demonstrated or tried are delivered to the
College. Vendors are cautioned that notice of a trial or
demonstration shall be given to the Purchasing Department prior
to delivery. Any equipment which is left for a trial period must
be removed by the vendor within 30 days. Trial periods should
not exceed 30 days.
Samples which are requested by
the Purchasing Department, to aid and assist in product
evaluation, shall be supplied at no charge to the College and,
if requested, will be returned at the vendor's expense.
The College's acceptance of the
bidder's offer, by the issuance of a purchase order or contract,
creates a binding contract between the vendor and Miami-Dade
College. All vendors must perform in accordance with
the purchase order or contract notes and specifications, or they
will be liable to the College for any damages caused by their
breach. Once a purchase order and/or contract has been issued,
no changes may be made in the terms and conditions of the
original proposal submitted and accepted on commodities, goods
Vendors are cautioned against
making a delivery or performing a service for the College
without having an authorized purchase order. If vendors supply
items to College personnel without proper authorization, the
vendor must assume the responsibility for collection of the
payment of these goods or services from the individual with whom
the transaction was made. However, for authorized purchases,
deliveries shall be made to the address indicated on the
purchase order or to other locations as authorized by the
Purchasing Department or other College departments.
After items have been delivered
or services have been performed, invoices shall be sent to:
Miami Dade College
Accounts Payable Department
11011 SW 104th Street
Miami, FL 33176
prompt payment of your invoice, the purchase order number must
appear on your invoice. Failure to indicate the College purchase
order number on your invoice will result in a delay of the
payment and the possible return of the invoice.
According to College policy,
the Purchasing Department is authorized to use State contracts,
other Florida Community College or University contracts, School
Board contracts, and County contracts. This procedure allows the
College to waive competitive bidding as these contracts have
already been bid. Substantial quantity savings are obtained by
using these contracts since they are based on the requirements
of other entities within the State of Florida.
Vendors and Contractors
The College is committed to
encourage utilization of minority and female-owned firms in the
procurement of goods, services and construction-related
activities in accordance with applicable law. Minority and
female-owned firms should complete a vendor application which
will be kept on file in the Purchasing Department.
It is the policy of Miami-Dade
College to provide minority and female-owned businesses
with an opportunity to participate in construction-related
services and contracts for the provision of commodities,
contractual services and consulting services, and to encourage
participation by such businesses. This policy will apply to all
College procurement activities.
The College will seek active
participation through advertisements, invitations to bid and
requests for proposals for procurement activities, and by
providing information to minority and female-owned businesses
about the plans, specifications and requirements of contracts
and projects at the College.
for Major Construction Projects: Facilities Management
The College's Office of
Facilities Management works with project architectural firm or
other architectural firms designated by the College in the
processing and awarding of bids for major construction projects.
Vendors interested in participating in these construction
projects should file a vendor application with Miami-Dade
College, Facilities Management, 11011 S.W. 104 Street,
Miami, Florida 33176 (telephone number - 305-237-0564). These
applications will be used to develop mailing lists for projects
which are to be bid by either the College's project
architectural firm or by other architectural firms involved in
Major construction and construction-related
Bids, RFP's, and RFQ's are advertised in "The Daily
Business Review" newspaper.
Miami-Dade College is
an equal access/equal opportunity institution in compliance with
ADA and does not discriminate because of veteran, marital or
disability status or on the basis of age, sex, race, national origin or religion.
and Don'ts for Bidding with the College
Review previous bid documents
and letter quotes to determine requirements and prices.
Respond to all bids, even if
it is a "NO-BID". Failure to respond will eventually
lead to removal from the bid list.
Submit all required documents
requested in the bid form (catalogs, price sheets, drawings,
When bidding alternates, bid
only those alternates equal or better than the item(s)
specified in the bid and be sure to include
information/specifications on the alternate item.
Sign all bid documents.
Submit all bids on time. Allow
sufficient time for the bid to arrive in the Purchasing
Contact the buyer and schedule
an appointment to come to the Purchasing Department after bids
have been opened to review competitor's bids.
Fill all orders received on a
timely basis and as specified.
Don't bid on contracts which
your company cannot complete or for which you cannot obtain
the necessary bond.
Don't qualify a bid against
the terms and conditions of the bid proposal. Example: If a
bid specifies a one year term, don't bid a six-month term.
Don't supply misleading
Don't ask to change bid prices
after the bid has been opened.
This site was
last edited by Purchasing Dept