| Procedure Title |
Procurement and Competitive Solicitation Procedures |
| Procedure Number |
04-1002 |
| Originating Department |
Financial Services |
| Board Policy |
6Hx6:1.01; 6Hx6:1.02 |
| Florida Statute |
1001; 1010.04; 255; 287.017; 287.056; 287.057 |
| Florida Administrative Code |
6A-14.0734; 6A-1.012 |
| Effective Date |
7/1/2026 |
| Date(s) Reviewed/Revised |
4/1/2026 |
Purpose Statement
This College Operating Procedure 04-1002 (“COP”) establishes standardized requirements for vendor selection, procurement thresholds, competitive solicitation methods, and statutory and Florida Administrative Code (“FAC”) exceptions to competitive solicitation. The purpose is to ensure transparency, fiscal responsibility, regulatory compliance, and fair competition in all College procurements.
Guidelines
This COP applies to all College departments, employees, agents, and representatives engaged in the procurement of commodities, contractual services, construction services, professional services, and any other expenditure of College funds, regardless of funding source.
All procurement activities conducted by the College must comply with applicable federal and state laws and regulations, including but not limited to the Florida Statutes, the FAC, State Board of Education Rules, and policies adopted by the Board of Trustees. When federal funds are involved, procurement must also comply with the Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards (2 C.F.R. Part 200). In the event of a conflict between this procedure and applicable law, the governing statute or regulation shall control. This COP is intended to supplement and operationalize statutory requirements, not replace them.
Procurement and contract authority are delegated in accordance with Board of Trustees policy and COP 10-0101, Contract Signature Authority and Contract Submission Management. Contracts exceeding designated monetary thresholds require approval by the Board of Trustees. All approvals must occur, and no business with the vendor should occur prior to contract execution. Only the President and other designated officials may approve and sign contracts within delegated limits.
Procedures
I. Procurement Dollar Thresholds.
Procurement requirements are determined by the total anticipated value of the purchase, including renewals, extensions, and amendments. The College calculates the full life-cycle cost with each vendor when determining the applicable threshold. Importantly, dollar thresholds are not applied solely to individual purchase orders or single transactions. Instead, thresholds apply to the total anticipated expenditures with a vendor for the same or substantially similar commodities or services during a fiscal year, or over the term of a contract, whichever is applicable.
A. Category I – Purchases from $1 up to and including $19,999.99.
1. For purchases below the formal competition threshold established by Section 287.017, Florida Statutes or Board of Trustees policy, a formal competitive solicitation is not required. However, departments remain responsible for ensuring that pricing is fair and reasonable. This may be accomplished through catalog pricing, documented comparison pricing, historical pricing, or other objective market indicators.
2. Although the process is simplified at this level, documentation supporting the reasonableness of the price must be retained. Small purchases are not exempt from ethical standards, conflict of interest rules, or documentation requirements.
B. Category II – Informal Competition: Purchases from $20,000 up to and including $64,999.99.
1. For purchases exceeding the small purchase threshold but below the formal competitive solicitation threshold and unless otherwise exempt, informal competition is required. Typically, this requires obtaining multiple written quotations, when practicable, from qualified vendors.
2. The purpose of informal competition is to promote price competitiveness while maintaining administrative efficiency. Quotes must be documented and retained in the procurement file. Award is generally made to the lowest responsive and responsible vendor unless there is documented justification for selecting another vendor based on defined criteria.
C. Category III – Formal Competitive Solicitation: Purchases $65,000 or Greater.
1. For purchases exceeding the statutory competitive solicitation threshold, $65,000 or greater, or as otherwise required by law, a formal competitive solicitation process is required unless a valid statutory exception applies.
2. Formal solicitations must be publicly advertised, provide clear specifications or scope of work, establish defined evaluation criteria, and follow documented evaluation procedures. This category includes Invitations to Bid ("ITB"), Requests for Proposals ("RFP"), Requests for Qualifications ("RFQ"), Invitations to Negotiate ("ITN"), or other methods authorized by law or Board policy.
II. Competitive Solicitation Methods.
A. Invitation to Bid ("ITB").
An ITB is used when the College can clearly define the specifications, scope, or technical requirements of the commodity or service and when price is the primary determining factor in award and may be awarded to one or more vendors. Under this method, bids are opened publicly at a specified date and time, and an award may be given to the lowest responsive and responsible bidder(s). This method is most appropriate for standardized commodities, clearly defined services, or construction projects where plans and specifications are complete, and there is little need for negotiation. Because negotiations are not conducted under an ITB, the specifications must be sufficiently precise to ensure fair comparison of bids.
B. Request for Proposal ("RFP").
A RFP is used when factors other than price are significant in determining the best value to the College. Under this method, proposals are evaluated based on weighted criteria that may include technical approach, qualifications, experience, methodology, implementation plan, and cost. The RFP process allows for discussions, clarifications, and negotiations, if provided for in the solicitation document. Award is made to the proposer whose submission is determined to be the most advantageous or represents the best value to the College, considering both price and qualitative factors. This method is commonly used for complex services, technology solutions, consulting engagements, or other procurements where innovation, expertise, and approach are critical considerations.
C. Request for Qualifications ("RFQ").
A RFQ is typically used for professional services where selection is based primarily on competence and qualifications rather than price. This method is commonly required for architectural, engineering, landscape architecture, and surveying services in accordance with the Consultants’ Competitive Negotiation Act ("CCNA"). Under this process, firms are ranked based on qualifications, and price negotiations may occur only after the most qualified firm is selected. If negotiations are unsuccessful, the College may proceed to the next ranked firm.
D. Invitation to Negotiate ("ITN").
An ITN is used when the College determines that negotiations are advantageous to identifying the best solution. This method provides flexibility and allows the College to engage in structured negotiations with one or more respondents. ITNs are typically used for complex, highly technical, or innovative procurements where multiple approaches may satisfy the College’s needs.
III. Vendor Selection.
In addition to completion of the Vendor Application process, all vendors participating in informal quotations or formal competitive solicitations must be determined to be both responsive and responsible, as defined by Colleges procurement standards.
A. A responsive vendor is one that complies with all material requirements of the applicable solicitation, quotation request, or procurement document, including submission deadlines, required forms, certifications, and specifications. Failure to comply with mandatory requirements may result in disqualification from consideration.
B. A responsible vendor is one that demonstrates the financial capacity, integrity, experience, reliability, and technical competence necessary to successfully perform the contract. In determining responsibility, the College may consider factors including, but not limited to, past performance with the College or other governmental entities, vendor references, litigation history, financial stability, required licensure, and the ability to meet delivery or performance schedules.
C. Inclusion on any approved vendor list does not guarantee award of a contract, nor does it eliminate the requirement for vendors to meet responsiveness and responsibility standards for each procurement.
D. The College reserves the right to reject any or all quotations, bids, proposals, or replies; waive minor irregularities that do not materially affect competition; request clarifications; or cancel a solicitation when such action is determined to be in the best interest of the College and consistent with applicable law.
IV. Exceptions to Competitive Solicitation.
Competitive solicitation is not required in circumstances where an exception is expressly authorized by Florida Statutes, the Florida Administrative Code, or Board policy. All exceptions must be justified in writing, reviewed by Procurement, and retained in the official procurement file.
A. Single Source or Sole Source.
1. A single source procurement exists when multiple vendors may exist in the marketplace; however, only one vendor is determined to be reasonably capable of meeting the College’s specific needs under the particular circumstances due to things such as, but not limited to, compatibility with existing equipment or systems, continuity of service, unique experience, or technical integration concerns.
2. A sole source procurement exists when only one vendor is the exclusive provider of a commodity or service, and no other vendor exists in the marketplace to provide a comparable product or service.
3. A written justification must explain why the commodity or service is only available from one source and why alternatives are not suitable. Where required by statute, public notice of the intended single or sole source purchase must be posted prior to award.
B. Emergency Purchases.
1. An emergency purchase may be authorized by the President when an immediate threat to health, safety, welfare, or property exists, or when essential College operations would be severely disrupted if standard procurement timelines were followed.
2. Emergency procurements must be limited to the goods or services necessary to address the immediate condition. A written justification describing the nature of the emergency and the selection of the vendor must be completed as soon as practicable.
C. State Term and Cooperative Contracts.
The College may purchase goods and services from competitively awarded state term contracts or other governmental cooperative purchasing agreements when permitted by law. Prior to use, Procurement must verify that the original contract was competitively awarded, that pricing is current, and that the scope of work permits use by other governmental entities.
D. Other Statutory Exceptions.
Additional exceptions may include:
1. 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;
2. Library books, reference books, periodicals, and other library materials and supplies;
3. Food;
4. 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;
5. 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 each individual college’s information technology plan;
6. Items for resale.
7. When the College solicits the submittal of competitive offers and only one responsive offer is submitted, the College may purchase such products or services under the best terms it can negotiate.
E. Construction Services.
1. Procurements involving construction or improvements to real property must comply with Chapter 255, Florida Statutes, and other applicable laws governing public construction. Professional design services must be purchased in accordance with the CCNA. Construction contracts may require bonding, insurance, and compliance with public construction bidding thresholds.
2. Additional information regarding Construction Procurement may be found in the following College Operating Procedures:
a. 04-1004 Prequalification of Contractors for Educational Facilities Construction;
b. 04-1005 Design Build RFP Construction Procurement;
c. 04-1006 Architectural and Engineering Services Procurement; and
d. 04-1007 Construction Management Services Procurement.
V. Documentation and Record Retention.
Every procurement action must be supported by a complete and auditable file. Documentation shall reflect the method of procurement, evaluation process, vendor selection, contract award, and any exceptions relied upon. Records must be retained in the Florida General Records Schedule (GS5 for Public Colleges and Universities) and may be subject to production in accordance with the Florida Government in the Sunshine Act. Because procurement records are generally public records, documentation must be accurate, complete, and professionally maintained.
VI. Conflict of Interest.
Employees participating in procurement decisions must avoid both actual and perceived conflicts of interest. Any employee who has a financial interest, personal relationship, or other circumstance that could impair impartial judgment must disclose the conflict, and the College may require the individual to recuse themselves from participation. All actions must comply with the Florida Code of Ethics for Public Officers and Employees found in Chapter 112, Florida Statutes.