5-10 Procurement Requirements for Commodities and Services

Policy: 6Hx28:5-10

Responsible Executive: Executive Vice President, Administrative Services

Policy Contacts: Chief Financial Officer

Specific Authority: 1001.64, F.S.

Law Implemented: 1001.64, F.S.; 287.017, F.S.; 287.055, F.S.; 287.087, F.S.; 6A-14.0734, FAC.; 60A-1.002, F.A.C.

Effective Date: 09-17-2026

Date of Last Policy Review: 09-17-2026

Policy:

Policy Statement:

1. All Valencia College (“College”) procurement activities shall occur in accordance with rules prescribed by the State Board of Education and Florida Statutes. The College shall request the submittal of formal competitive solicitations from at least three (3) sources, when purchasing services or commodities exceeding the amount as specified in Section 287.017, Florida Statutes, for Category Three. Competitive solicitations for purchases not exceeding the Category Five threshold as specified in Section 287.017, Florida Statutes (“F.S.”), may be approved or rejected by the College President, Executive Vice President of Administrative Services, Chief Financial Officer, or Director of Procurement. Competitive Solicitations for purchases exceeding the Category Five threshold as specified in Section 287.017, F.S., may be approved only by the District Board of Trustees.
2. When applicable and appropriate, materials and services may be purchased without obtaining three (3) competitive offers pursuant to the following State Board Rule 6A-14.0734:
   1. Exceptions set forth under in 6A-14.0734 (2), F.A.C.
   2. The College President or 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.
   3. When only one responsive offer is submitted during a competitive solicitation, the college may purchase such products or service under the best terms it can negotiate.
3. No employee, officer, or agent shall participate in a college purchase, or in the selection, award, or administration of a contract supported if a real or apparent conflict of interest would be involved. Such a conflict would arise when the employee, officer, or agent, any member of that person’s immediate family, that person’s partner, or an organization that employs or is about to employ any of the parties indicated herein, has a financial or other interest in the firm selected for an award. The officers, employees, and agents of the recipient shall neither solicit nor accept gratuities, favors, or anything of monetary value from contractors, or parties to sub-agreements. Employees participating in a Competitive Solicitation Committee are required to complete the form, Evaluation Committee Certification of Confidentiality and Conflict of Interest. As noted in all Procurement bid documents, no supplier contact is allowed with any College personnel other than Procurement during the competitive process, referred to as the “Cone of Silence.” For additional information, see College Policyies: 6Hx28: 1-10, Policy Against Improper Activities; Whistleblower Protection, and Policy 3E-05.2, Ethical Conduct and Performance.
4. Only individuals formally granted signature authority by the College President or designee(s) may execute agreements or other binding documents on behalf of the College.
5. The College President, or designee(s), is authorized to adopt procedures to implement this policy and to establish a dispute resolution process for protests arising from College’s formal competitive solicitation processes for the purchase of goods, services and leases, including without limitation construction-related competitive solicitations.

Policy History:

Adopted 12-11-74; Amended 12-15-82; Amended 11-18-92; Amended 6-16-99; Amended 2-27-19; Amended 9-17-26; Formerly 6Hx28:6-06 and 6Hx28:6-07; Formerly 6Hx28:06-12

Related Documents/Policies:

College Policy 6Hx28: 1-10 Policy Against Improper Activities; Whistleblower Protection
College Policy 6Hx28: 3E-05.2 Ethical Conduct and Performance
Procurement Procedures for Federal Grants
Purchasing Card Manual
Evaluation Committee Certification of Confidentiality and Conflict of Interest form

Procedures:

1. SPENDING THRESHOLD STANDARDS

   The College complies with spending threshold provisions as provided by Florida law. Dollar thresholds provide guidance in determining whether goods and services must be procured through an informal bidding process, a competitive solicitation, or an alternative method of acquiring goods and services. The established threshold amounts are not applicable on a per item basis, but for the total amount of the purchasing quote, including but not limited to the cost of the goods or services and shipping and handling charges. When applicable, consolidation of commodity purchases is highly encouraged to maximize high volume discounts. The limits set forth are also applicable to purchases under Federal Grants, unless otherwise provided by applicable Federal regulations or by the College’s Procurement Department’s 3.0 Procurement Procedures for Federal Grants. Any exceptions to these guidelines must be approved in advance by the Director of Procurement.

   1. $0 to $999: One (1) written quote is required if processing a purchase order. Purchasing Card (P-Card) may also be used; however, purchase orders are encouraged. When utilizing a P-Card as a form of payment, reference the College’s Purchasing Card Manual for restrictions on goods and services.
   2. $1,000 to $14,999: One (1) written quote identifying the best value for the requested commodity or service is required. Note: A statement of work (“SOW”) must be included in the quote if services are requested. College departments are encouraged to source the market and cooperative purchasing contracts to ensure the best value.
   3. $15,000 to $64,999: The requesting College department shall obtain three (3) written quotes, identifying the best value for the required goods or service. College Departments are encouraged to source the market and use cooperative purchasing contracts to ensure best value. The Procurement Department can provide assistance in verifying pricing and cooperative contract opportunities. The award generally shall go to the lowest priced responsible/responsive supplier who meets the requirements of the specifications. When lowest quote is not used, written justification must be approved by the Procurement Department prior to purchase. In those rare instances when the required number of suppliers is not available, and/or it is in the best interests of the College, the requestor, or a procurement representative, must document the situation in consultation with Procurement.
   4. $65,000 or greater: Competitive Solicitation/Formal Bid is required, unless otherwise exempt as per applicable Florida law and regulations for each purchase over Category (3) three ($65,000) or greater per Section 287.017, F.S. The requesting College department may complete a Solicitation Request Form and Scope of Work. Procurement will determine if an existing contract may be utilized or otherwise will create a formal solicitation package.
   5. $325,000 or greater: Unless otherwise exempt from Competitive Solicitation Requirements as per applicable Florida law and regulations, awards that exceed Category Five ($325,000) per Section 287.017, F.S. may require District Board of Trustees (“Board”) approval. College departments should allow for additional lead time when Board approval is required. The Contract and subsequent Purchase Order may be released to the supplier only after the Board approves the award of the Competitive Solicitation and/or the expenditure of funds in cases when solicitation is exempted, waived, or otherwise not required.
   6. Splitting of Orders: The deliberate attempt to split orders, where the purpose is to keep the total cost of each order below bid or quote limits, and failure to combine orders when practical for the interest of economy, may be construed as a violation of College policy and procedures. This type of order splitting is a prohibited activity and may subject participating employees to discipline up to and including termination of employment at the college. Any related needs that are known or should have been reasonably known at the time of the order should be combined into one coherent request for procurement. Employees may not split foreseeable or related purchases into two or more transactions for the purpose of circumventing the competitive solicitation requirement for purchases in amounts subject to the Category Three threshold ($65,000) and Category Five threshold ($325,000), per Section 287.017, F.S., which should include initial contract cost with all renewal costs. Consideration should be given to consolidating purchase orders to obtain a more economical volume purchase price.
2. PROCUREMENT LEAD TIME

   Lead times for Procurement to process requisitions will vary based on several factors, including time required to obtain any additional essential information and to the complexity of the product or service. Lead time begins after a requisition is successfully committed and all on-line approvals are completed. If funds must be encumbered, delivery completed, and invoice paid by a specific date to meet the terms of a grant or for any other reason, this must be stated in the requisition “Document Text”.

   Requirement Type:	Processing Lead Time:
   Requisitions received with required quotes	2-4 Business Days
   Quote Request (QR)	14-21 Business Days
   Invitation to Bid (ITB)	60-90 Calendar Days
   Request for Information (RFI)	60-90 Calendar Days
   Request for Pre-Qualification (RFQu)	90-120 Calendar Days
   Request for Proposals (RFP)	90-120 Calendar Days
   Request for Qualifications (RFQ)	90-120 Calendar Days
   Invitation to Negotiate (ITN)	120-180 Calendar Days

3. PROCURING GOODS AND SERVICES $64,999 OR LESS

   Defined as informal bidding.

   1. Quote Request (“QR”): College departments may obtain written quotes from suppliers for goods and services up to $64,999.
      1. The respective College department, at its discretion, may obtain the required quotes from their supplier(s) of choice as long as the request provides equal detail to all suppliers for the ease of quote comparison.
      2. The College department can request the assistance of the College’s Procurement Department to post an informal Quote Request through the College’s public solicitation website.
      3. For services, an agreement may be required. The College department may request the assistance of the College’s Procurement Department and the Contracts & Records Department to determine if an agreement is needed and which contract template should be utilized.
   2. Important Information for College Departments to Consider:
      1. A supplier is not authorized to commence work until the College’s Procurement Department has issued a purchase order;
      2. Department employees are not authorized to sign supplier quotes or documents, unless specifically designated, as they may contain terms and conditions not acceptable to the College (See Procedures Section IV.E. for more information);
      3. The use of lump sum quotes when providing services is discouraged. Request itemized quotes.
      4. If it is a federal grant procurement, refer to the Procurement Procedures for Federal Grants;
      5. The College is tax-exempt; therefore, quotes should not include sales tax;
      6. If purchasing a service, determine if a College contract form is required;
      7. Always ask the supplier if educational discount opportunities exist; and
      8. Ask for Cooperative Purchasing Contract Pricing, if available.
   3. Factors to Consider in Quotation Evaluation: In determining whether a quotation is acceptable, other non-price factors such as those listed below should be taken into consideration. A written justification must accompany the requisition when the lowest acceptable offer, alone or in the event of a tie, is not being selected. Non-price factors to consider include but are not limited to:
      1. Compliance with technical specifications, relevant standards, and technical norms;
      2. Compliance with existing equipment when there is an approved standardization plan;
      3. Compliance with required delivery schedule needs;
      4. Examination/comparison of samples;
      5. Experience of the firm;
      6. Guarantees, availability of spare parts, after-sales services, and training;
      7. Warranty and payment terms; and
      8. Past and promised performance of the supplier
   4. Tie Bids: Tie bids are defined as two or more bids, which are equal with respect to price, quality, and service. In the event of a tie bid from two or more suppliers, after taking into consideration non-price factors, the following additional factors are considered:
      1. Local (Central Florida) suppliers receive preference over other suppliers;
      2. If none are (1), then, Florida suppliers receive preference over out of state suppliers;
      3. If none or all are (2), then suppliers furnishing Certification of a drug free workplace (see also 287.087 FS) receive preference;
      4. If none or all are (3), then tie bids may be determined by a coin toss or other appropriate random method.
   5. Signature Authority: Employees of the College do not have signature authority on behalf of the institution unless specifically designated as provided by this policy. Therefore, only employees with documented signature authority may sign quotes, proposals, or agreements. Signed quotes are not binding on the College, as acceptance of a quote occurs only through issuance of a purchase order, which serves as the agreement. All agreements requiring signature must be routed to the Contracts & Records Department for review and execution. For more information on agreements, consult with the Contracts & Records Department at contracts@valenciacollege.edu.
4. PROCURING GOODS AND SERVICES $65,000 OR GREATER

   Solicitations of Competitive Offers are defined as an invitation to bid (“ITB”), a request for proposal (“RFP”), an invitation to negotiate (“ITN”), or a request for qualification (“RFQ”). Competitive solicitation, also known as a Formal Bid, generally is required for each purchase over Category Three ($65,000), per Section 287.01, F.S., except as otherwise provided in applicable Florida law and regulations. The requesting College department completes the Request for Solicitation form and Scope of Work. The College’s Procurement Department will be responsible for the creation of the Competitive Solicitation package. Competitive Solicitations are publicly advertised via the online solicitation portal, VendorLink.

   1. Identify the Correct Competitive Solicitation Method: Once the Solicitation Request Form and Scope of Work is received, the Procurement Department will determine which competitive solicitation method is most appropriate to fulfill the procurement needs. The Procurement Department may cancel a solicitation at any time and such solicitation should not be construed as an order for any College departments to make any purchase or other commitment.
   2. Competitive Solicitation Methods:
      1. Invitation to Bid (“ITB”): The Invitation to Bid may be used when the College is capable of specifically defining the scope of work for which a contractual service is required or when the College can establish precise specifications defining the actual commodity or group of commodities required. Bidders must meet the applicable minimum qualifications, project scope, specifications, and services standards. While the ITB is more concerned with the pricing than the conceptual ideas of the project, the College will award a contract to the most responsible and responsive supplier that the College determines will provide the best overall value to the College.
      2. Request for Proposals (“RFP”): The College may use a Request for Proposal when the purposes and uses for which the commodity, group of commodities, or contractual service being sought can be specifically defined and the College can identify necessary deliverables. The intent of an RFP is to allow the selection of the most qualified supplier at the best price for the specified project. RFPs for services typically involve consideration of other factors in addition to a price quote, such as, a company’s history, capabilities, and financial capacity. A responsive supplier may propose various combinations or versions of commodities and contractual services to meet the specifications of the solicitation document. An Evaluation Committee evaluates all qualifications. Evaluation criteria and points will be allotted for each factor based on the information in the solicitation, as determined by the College. The College (Evaluation Committee) may decide to interview a select group of suppliers. Final terms and price are subject to negotiation by authorized College representatives. An RFP is generally known as “best value procurement” because the award decision is based on a combination of price and non-price factors.
      3. Invitation to Negotiate (“ITN”): Invitation to Negotiate (ITN) is a solicitation used by the College that is intended to determine the best method for achieving a specific goal or solving a particular problem and identifies one or more responsive suppliers with which the College may negotiate to receive the best value. The ITN must describe the questions being explored, the facts being sought, and the specific goals or problems that are the subject of the solicitation. The criteria that will be used for determining the acceptability of the reply and guiding the selection of the suppliers with which the College will negotiate must be specified. The College shall evaluate replies against all evaluation criteria set forth in the Invitation to Negotiate to establish a competitive range with which to commence negotiations. As part of the negotiations, the College (Evaluation Committee) may choose to conduct interviews and request a Best and Final Offer (BAFO). After negotiations are conducted, the College shall award the contract to the most responsible and responsive supplier that the College determines will provide the overall best value to the College, based on the established criteria.
      4. Request for Qualifications (“RFQ”): This solicitation method is used in accordance with the Consultants’ Competitive Negotiation Act (CCNA), as set forth in s. 287.055, F.S. An RFQ may be issued for two primary purposes: (1) to establish a continuing services contract with qualified firms, or (2) to award a contract for a specific project. The RFQ process evaluates firms based on qualifications, experience, and demonstrated expertise, rather than price. Submissions are reviewed to determine the most qualified firm(s) to provide professional services. Contract negotiations, including scope and fees, occur only after the selection of the most qualified firm(s)..
      5. Request for Pre-Qualification (“RFQu”): This solicitation method is used in accordance with State Requirements for Educational Facilities (SREF) to evaluate and pre-qualify general contractors based on their credentials, experience, and capabilities when the College has not fully defined the detailed scope of work. The RFQu process allows the College to establish a pool of qualified contractors who meet the minimum qualification criteria. Only contractors included in this pre-qualified pool may be eligible to participate in future College solicitations, including without limitation, Invitations to Bid (ITB) or Requests for Proposals (RFP), for specific projects once the scope of work and project requirements are clearly defined. This method enables the College to streamline the procurement process and ensure that only capable and responsible contractors are considered for subsequent contract awards.
      6. Request for Information (“RFI”): This method is not a Competitive Solicitation. An RFI is used when seeking or gathering information to learn about the market. By issuing an RFI, the College is not required to utilize any information gathered from the RFI, nor is a supplier who responds to an RFI excluded from participating in any resulting solicitation.