Division of Small Business & Vendor Diversity Relations
Purpose
The purpose of this publication is to provide vendors with specific solicitation information and guidelines for effectively engaging University of Florida departments and academic units. Please refer to this publication prior to contacting the offices listed herein. The telephone area code for Gainesville, Florida is 352.
Vendor Visits
All vendor visits to departments and academic units are by appointment only. Appointments are made during normal business hours (Monday through Friday, 8am to 5pm). Be prepared to discuss your company’s qualifications, capabilities, references, products and/or services.
Getting Started
Vendors are required to complete and submit a University of Florida Vendor Application to the Division of Payable and Disbursements Vendor Relations Section prior to the issuance of a University Purchase Order. Attachments (brochures, line cards, catalogs, business cards, Small, Women, or Minority Business Certifications, etc.) may be submitted with the vendor application. Vendor applications may be obtained by accessing this division’s website at www.sbvdr.admin.ufl.edu, then clicking on the link for Vendors Application under the section labeled Vendors; or vendors may obtain a vendor’s application by accessing the Purchasing Division’s website, www.purchasing.ufl.edu.
The Bidding Process
In accordance with the University’s Purchasing Regulation, the University conducts an open, competitive bidding process. Depending on the dollar value, and the scope of work of the order, the bidding process may take the form of an Informal Bid or quotes, a Formal Bid, a Request for Proposals (RFP) or an Invitation to Negotiate (ITN).
Informal Bids or Quotes are used for procurements with a dollar value up to $75,000. Informal Bids and quotes may be solicited verbally (eg. by phone) or in writing (eg. by e-mail, mail or fax).
Formal Bids /Proposals / ITNs are used for procurements activities with a dollar value over $75,000. Formal bids, proposals and ITNs remain sealed until the scheduled public opening.
Vendor Selection
Selection of reputable and reliable vendors is the responsibility of Purchasing. Vendors who have not previously done business with the University of Florida are advised to contact Purchasing, where they will be referred to the appropriate buyer. The University of Florida endeavors to conduct its business in a fair and most equitable manner. Purchases may be made on the basis of various factors, including but not limited to quality, service, delivery, and price.
