This page is dedicated to some of the
questions most
frequently asked by College employees, students and the community
(including vendors). If there is a question you want answered
about the purchasing process and it is not on this FAQ page,
please contact any member of the purchasing
staff and they will do their best to answer your question.
If you require further information about answers to the FAQ
on this page, contact Dennis
Blank at 904.632.3301.
Q: What
is the dollar limit before competitive bids must be solicited?
A: In Fiscal Year 2001, the
College Cabinet changed existing APM rules
pertaining to this procedure. FCCJ must receive
at least two (2) informal competitive bids/quotes for purchases/services
from $2,500 up to $4,999.99 unless exempt. Purchases/services
$5,000-$24,999.99 will require at least three (3) informal competitive
quotes unless exempt. $25,000 to $149,999.99 will require a
formal sealed bidding/solicitation process unless exempt. College
purchases that are $150,000 or greater will require
Board action. Exemptions include purchases from state contracts,
E & I Cooperative contracts or by piggy backing off of pre-existing
state agency/political sub-division contracts, etc.
Q:What are Florida Community College’s
year end requisition deadlines and why do we have them?
A. March 3, for purchases
greater than $150,000. April 21, for purchases greater
than $25,000. May 5 for purchases greater than $2,500.
June 2 for all purchases (until 5 p.m., at which time
ORION security to input department requisitions will be taken
down until next fiscal year.)
Q:How can I follow up on departmental
requisitions/purchase orders?
A: In ORION, go to the direct
command line and type CM DR VI//(req.#). When the ORION requisition
header comes up on the screen, look at the req. status. If it
has been rolled to a PO, the purchase order number will be to
the right of the the status. If you are unable to do that, contact
the recommended buyer and ask them about the requisition status.
Q:What is the best format to use when
creating a line-item description on a department requisition?
A: Provide a simple generic
“noun” description in the first three (3) or four (4) words of the
line item because receiving and accounts payable can only see
the first line of the description in their respective modules
of ORION. The first word should be a description of what the
item is, followed by any specific characteristics of that item
and ending with a manufacturers product number or stock reference
number (i.e., Binder, three-ring, 2" capacity, with pockets,
red; Acco Brand #ACC-35123).
Q:Should I get written vendor quotations
when obtaining prices?
A. If the department is in contact
with a vendor for purchases less than $25,000, at that point ask for a written quotation for
the product(s) or service(s) you desire including any shipping
and handling charges and expected delivery date so you have
a base price to enter onto you department requisition. Then
forward that quote to the Purchasing department. There is a
good chance that Purchasing, with its networking capabilities,
vendor contacts, existing contracts and buyer experience, may
be able to obtain lower pricing for that product(s) or service(s).
Q:What are the procedures for receiving
an item from a vendor?
A: All orders that are funded
with an ORION “regular” purchase order must be received in the ORION system.
It is part of a three way match required in ORION for a check
to be created and mailed to the supplying vendor. If you receive items ordered
from a regular PO (not a blanket PO) that you know has by-passed
your campus receiving department (i.e., received directly to
your desk by mail, UPS, etc.), please notify that receiving
department immediately so they can enter that order into the
receiving module of ORION to help expedite timely payment to the vendor.
Q:What should I do if I receive an invoice
with my product?
A: Invoices are what Accounts
Payable (A/P) and your business office uses to issue payment to the vendor. If you do receive
an invoice with your order, you should verify that every item
on the invoice has been received, then forward the invoice to
your business office or A/P at the Martin Center. If an item is on the invoice but you
have not received that item with your order, contact receiving
first to make sure it did not arrive, then contact the buyer
listed on your departments copy of the PO, and they will contact
the vendor.
Q: What should I do if I have an overnight package
or parcel to mail to a out of town location?
A: Under a Florida State Contract with DHL, FCCJ
realizes substantial savings when shipping items overnight,
next afternoon or second day. International express service
is also available at a discounted rate. This express service
should not be used for inner-city deliveries as the College
has a contract with a local courier vendor to handle this type of
delivery. The following shipping tips will guarantee your shipment
arrives on time at the lowest contracted cost and in a proper
condition:
Use only pre-printed DHL “Airbills” designed
for FCCJ which includes in Section 1 the account number,
FCCJ street address and sender account information.
Use proper packaging available from DHL at no charge.
Please complete Section 1 with sender’s name and
phone number in case DHL needs to reach you, as a number
of departments have left this blank.
Verify recipient's complete street address including zip
code in Section 2. Never use a P.O. Box number.
Always sign your name and shipping date in Section 3 of the
airbill.
Pre-printed airbills automatically include our account
number and method of payment in Section 4 of airbills.
Indicate type of service requested in Section 5 of airbill.
Indicate number of packages in Section 6 of airbill.
Indicate a weight on your airbill in Section 7 (always enter a weight in whole numbers; empty weight block may result in
more expensive default weight billing).
Indicate package type in Section 8 of airbill.
DHL is available to assist you with any questions
or concerns regarding your shipment and can be reached at
1.800.225.5345, or call Debbie Smith, Administrative Assistant/Purchasing
Agent II at 904.632.3297.
