Procurement - Florida Polytechnic University

Procurement - Florida Polytechnic University
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Procurement
Procurement
The Procurement Department at Florida Poly ensures responsible, efficient, and compliant purchasing of goods and services for the University. We follow all applicable state laws, Florida Board of Governors regulations, and University policies.
What We Do
Review and approve purchase and P-Card requests
Oversee all procurement-related contracts under $250,000
Analyze spending to identify cost-saving opportunities
Manage supplier applications and change requests
Approve the use of University funds
Manage receiving, delivery, and surplus property disposal
Continuously improve procurement systems and processes
Maintain compliance with state, local, University, government, and BOG regulations
863-874-8428
procurement@floridapoly.edu
IST Building
4700 Research Way
Lakeland, FL 33805
Services
Explore options related to making purchases, submitting solicitations, accessing procurement resources, and more:
How to Make a Purchase
University P-Cards
Surplus Property
Solicitations & Postings
Vendor Information
Policies, Forms & Resources
How to Make a Purchase
University purchases are made using:
P-Card
Purchase Order (quotes or waiver of competition)
Purchase Order (competitive solicitation or sole source exemption)
Quote Requirements by Purchase Amount:
Under $10,000: One quote
Between $10,000 – $75,000: Two quotes
Between $75,000.01 and $149,999.99: Three quotes
Over $150,000: A competitive solicitation is required and must be issued by Procurement.
For services:
The supplier must sign the University’s Master Supplemental Agreement (MSA) and provide a certificate of insurance showing at least $1 million in general liability coverage.
Other Procurement Methods
Sole Source (over $150,000):
A sole source exists when goods or services, because of unique characteristics or other reasons, are only available from a single source. Sole source justifications are reviewed and approved by Procurement prior to an order being placed. When an alternate supplier for a product or service cannot be identified, to the best of the requester’s knowledge, based upon thorough research, a sole source justification must be provided. The sole source justification should document the good faith effort made in searching for other suppliers, include a list of the unique technical specifications required of the product, and the companies that were contacted in the search for alternate sources. The sole source document will be posted on Procurement’s web page for 72 hours.
Waiver of Competition (under $150,000):
A waiver of competition is a request to purchase product(s) and/or services(s) without obtaining multiple quotes when multiple quotes are otherwise required. This generally means that the product/service is unique, and that the vendor is the only one from whom the product/service can be provided and/or that a delay due to a competitive process will cause the university harm and therefore, is not in the best interest of the university.
Approved Consortia:
Approved Consortia means that the University is allowed to use this Consortia
however, please note,
every agreement must go through the review process and not every contract awarded to a  Consortia is available to the University. To ensure our eligibility, please contact Procurement prior to moving forward.
DMS
GSA
E and I
Sourcewell
Pavillion
NASPO
University P-Cards
P-Cards are issued to employees in fiscally responsible roles for official university purchases only.
Requirements:
Completion of required training
Supervisor and Procurement approval
May only be used by individual named on card
Request a P-Card:
P-Card Application Steps
Cardholder Profile Form
Travel Addendum
(if applicable)
Cardholder Agreement
P-Card Resources:
P-Card Manual
P-Card Change Request Form
Termination-Transfer
Exception Request Form
Food Exception Request
Surplus Property
If your department no longer needs University-owned items, contact Procurement to begin the surplus process. Procurement will approve and coordinate the physical collection and final disposition. To begin the process, complete the following form and email Michael Gavin at
procurement@floridapoly.edu
Surplus Request Form
Attachment A – Surplus Property Form
Surplus Property Procedures
Public Auctions
Florida Poly uses GovDeals to auction many surplus items such as electronics, furniture, and scientific equipment.
View and Bid on Available Items
Solicitations & Postings
Florida Polytechnic University has partnered with EUNA Solutions (Bonfire) and is excited to announce our transition from a paper-based solicitation process to fully automated electronic submissions. Below are the bids and proposals currently being solicited and the corresponding closing dates for each. Our
new e-Procurement Portal
will allow interested parties to do the following:
Register to respond and receive notifications of future opportunities in the e-Procurement Portal by selecting Subscribe to create an account.
Follow updates to existing solicitations by finding the solicitation and clicking the Follow button. This will allow all interested parties to receive amendments and addenda automatically.
Submit questions and receive answers for open solicitations.
Guide vendors through the process of responding electronically to ITN’s, RFQs, RFPs, ITBs, etc. to ensure submissions have been accurately completed.
Ultimately, be your one location for all solicitation opportunities issued by the Florida Polytechnic University.
Current Solicitations
RFQu 26-099 StAC Construction Manager at Risk Services
RFQu 26-018 StAC Construction Manager at Risk Services
Notice of Intent
RFQu Student Achievement Center – CM at Risk
ITN 27-001 Housing Development and Financing Project
ITN 27-001 Housing Development and Financing Project
Notice of Intent
Shortlisted Firms – Presentation / Interview / Deliberations – UPDATED 04/22/2026
Intent to Award
ITN 27-003 Brokerage Services
ITN 27-003 Brokerage Services
Notice of Intent
Shortlisted Firms – Presentation / Interview / Deliberations
ITN 27-006 Customer Relationship Management (CRM) Solution
ITN 27-006 Customer Relationship Management (CR) Solution
Additional Information & Postings
Current Solicitations & Sole Source Postings
We encourage suppliers interested in doing business with the University to register on
Vendor Registry
for formal and informal solicitations.
Current Single / Sole Source Postings
This notice of intended decision to enter into a single/sole source contract is posted in accordance with Section 18.002(5)(a)1, Florida Board of Governor’s Regulation and will be posted for a period of 72 hours. Failure to file a protest within the time prescribed shall constitute a waiver of proceedings.
Barbar & Associates, LLC
Single Source Justification: Barbar & Associates, LLC
Public Posting Date: April 16, 2026; 5:00 PM (ET)
Public End Date: April 19, 2026; 5:00 PM (ET)
[April 20, 2026; 5:00 PM (ET)]
BOG 18.002 (5) (a) 2 a: “If the end of the 72-hour period falls on a Saturday, Sunday, or legal holiday, the deadline for filing the Notice of Intent to Protest shall be the next business day.”
Submitting Responses
All vendors interested in submitting responses to any Competitive Solicitation are required to download the documents included with the listings below.
Please prepare a response that is in line with the requirements of the Competitive Solicitation outlined within the documents.
Questions
If you have questions concerning the Competitive Solicitation specifications, please contact the Authorized Purchasing Representative listed on the Competitive Solicitation document.
Only the Authorized Purchasing Representative is authorized to answer questions regarding Competitive Solicitation specifications. Any information that is used to prepare your response from a third party, campus department, or individual other than the Authorized Purchasing Representative is not legally binding on the University and may cause your Competitive Solicitation to be found non-responsive.
Vendor Information
Florida Poly is committed to an open, ethical, and competitive procurement process. We value strong relationships with our suppliers and strive for fair, transparent, and mutually beneficial business practices.
Becoming a Vendor
Invitations to register as a supplies are given on an as-needed basis. If selected:
Vendors will receive an invitation to complete the registration process in Workday, our ERP system
You must submit:
A signed
W-9
(foreign suppliers see alternatives below)
A voided check, electronically via Workday
A signed
Human Trafficking Attestation Affidavit
Once approved, Procurement will email your Florida Poly Vendor ID number
Foreign Suppliers
Taxpayer Identification Number
Forms provided without a United States Taxpayer Identification Number (TIN) will remain in effect for three years from the date the form was signed.
Foreign Individual
Certificate of Foreign Status of Beneficial Owner for United States Tax Withholding and Reporting
IRS Form W-8 BEN and Instructions
AND
Exemption From Withholding on Compensation for Independent (and Certain Dependent) Personal Services of a Nonresident Alien Individual
IRS Form 8233 and Instructions
OR
Certificate of Foreign Person’s Claim That Income Is Effectively Connected With the Conduct of a Trade or Business in the United States
IRS Form W-8 ECI and Instructions
Foreign Entity
Certificate of Status of Beneficial Owner for United States Tax Withholding and Reporting
IRS Form W-8 BEN-E and Instructions
Foreign Intermediary
Certificate of Foreign Intermediary, Foreign Flow-Through Entity, or Certain U.S. Branches for United States Tax Withholding and Reporting
IRS Form W-8 IMY and Instructions
Foreign Government
Certificate of Foreign Government or Other Foreign Organization for United States Tax Withholding and Reporting
IRS Form W-8 EXP and Instructions
Vendor Expectations
All vendors must:
Never ship merchandise or perform a service without a purchase order or P-card number. COD’s will not be accepted.
Include a purchase order (PO) number on every invoice
Comply with
Federal Debarment Requirements
Comply with e-Verify Registration Requirements pursuant to
Section B. 3. of Florida Polytechnic University Purchase Order Terms and Conditions
Carry at least $1 million in General Liability Insurance if services will be on or involving university property
Florida Poly’s Procurement Department:
Follows all mandates in accordance with Florida Statutes, the Board of Governors, the University’s Board of Trustees, and University regulations
Obtains quality goods and services at fair prices
Subscribes and adheres to the Code of Ethics of the National Association of Educational Procurement
What is a PO?
A Purchase Order (PO) is a formal document issued by the Procurement Department to the vendor that:
Indicates quantity of commodities or services required and the price given by the vendor
Constitutes a legal offer to buy the commodities or services
Forms a binding agreement between the college and vendor to provide the commodities or services at a stated price upon acceptance
Formal Solicitation
All purchases for commodities/services $150,000.00 or more, whether one time purchases or an accumulation of like items, are required to be handled through a competitive solicitation, unless specifically exempt from competitive bidding as indicated in Department of Education Rules and Regulations or Board Policy. However, if deemed in the best interest of the University, Procurement will issue a formal solicitation.
Competitive solicitations are mailed or delivered to the college in a sealed envelope on a specified date and time and are opened on a specified date and time. In some instances, the Procurement office will allow proposals to be delivered electronically.
Exceptions to the bidding requirement are the following:
Educational tests, textbooks, instructional materials and equipment, films, filmstrips, video tapes, disc or tape recordings or similar audio visual materials, and graphic or 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. (Approved documentation from the manufacturer of the item is required for this type of purchase).
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.
Information technology resources as defined in Section 6A-14.0734(2), FAC.
Single source procurements for purposes of economy or efficiency in standardization of materials.
Items for resale.
Purchases exceeding Florida Statutes 287.017 Category 5 must be approved by the University’s Board of Trustees.​
Piggybacking onto Other Competitive Solicitations
In lieu of the Procurement Department soliciting competitive bids from vendors for goods/services, the college may be able to make purchases from other city, county, state agency, other schools boards, community colleges or state universities contracts if the language in their solicitations allows for this practice. The vendor must agree to this and offer the college the same prices and terms and conditions as shown in their original bid response. In using this method it must be determined to be in the best interest of the college for us to do so.​
Policies, Forms & Resources
Policies
Florida Poly PO Terms and Conditions
Florida Poly Procurement Manual
FPU-8.001 Procurement
Florida Poly Policy FPU-8.0011P – Purchasing of Goods and Services
Chapter 18 – Florida Board of Governors Procurement Regulation
2025 Annual Certification List (ACL)
BOG Regulation 9.016: Prohibited Expenditures
Florida Commission on Ethics
Forms
Membership/ Certification/Non-travel Registration Form
Sole Source Form ($150,000 and over)
Waiver of Competition Form (Under $150,000)
Change Order Form
Non-Routine Justification Form
Contract Intake Form
Hold Harmless Agreement
Missing Receipt Form
Agreement Templates
Master Supplemental Addendum
(MSA)
Event Space Supplemental Addendum (Hotel/Meeting/Event Space
Food Truck Agreement
Personal/Professional Services Contract
(PSC)
Special Event Agreement for Speaker/Artist/Entertainer/Talent
Other Resources
Procurement FAQ
Certificate of Insurance (COI)
– Sample Only
Acronyms – Accounting & Procurement
BOG 9.016 Prohibited Expenditures Chart
Piggyback/Cooperative Checklist
Amazon Punchout Instructions – Workday
863-874-8428
procurement@floridapoly.edu
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Session Details
This session will demonstrate that practical risk management is for everyone, regardless of a formal program. Attendees will learn actionable and simple strategies that are easy to implement, enabling them to start immediately by focusing on their top risks to build greater operational resilience and ensure the sustained success of their auxiliary enterprises.
Presenter Profile
Michelle Powell serves as the pioneering Risk Manager at Florida Polytechnic University, the state’s sole 100% STEM-dedicated institution. Having been with the university for nearly 11 years, Michelle transitioned from a leadership role in Admissions in October 2023 to establish and evolve the risk management function from the ground up. In this solo capacity, Michelle builds robust frameworks for our dynamic, young university, overseeing our insurance portfolio, consulting on third-party and event risks, and developing critical campus-wide training programs. Michelle has obtained the Committee of Sponsoring Organizations (COSO) Enterprise Risk Management certificate and the Associate in Risk Management (ARM) and Construction Risk and Insurance Specialist (CRIS) designations. Her distinct background in mathematics and engineering, combined with extensive higher education leadership, brings an analytical and strategic approach enhancing the institution’s resilience.