Director of Procurement Services
Bldg. 2, Room 157
Bldg. 22, Room 110
Eastern Florida State College
1519 Clearlake Rd.
Cocoa, FL 32922
Click each question to reveal the answer.
Question 1: How can I be placed on the College's bid list to receive solicitations?
Vendors must first complete the EFSC Vendor Application and W-9 Form. Both documents are listed on the website in Adobe PDF format under the Vendor Registration & Forms link in the left column. Please complete the documents and fax to 321-433-7371 or return them to Procurement Services.
Question 2: How can I find out about current bid opportunities at Eastern Florida State College?
Vendors may go online to view or download the current listing of bid opportunities
on our website. Bid opportunities are also posted on the bulletin board in Procurement
Services, located on the first floor of Building 2, Room 157, 1519 Clearlake Ave.,
Cocoa, Florida 32922. Additionally, you can call our office for a copy of current
bid opportunities. The Director of Procurement Services reserves the right to reject
bids whole or in part and/or to waive technicalities.
Question 3: How do I prepare a bid?
The bid document outlines the procedures for preparing a bid. The terms, conditions and performance requirements are identified in the bid document. They may be different each time. To be valid, all faxed or hard-copy bids must be signed by an official authorized to act on behalf of your company. All required documentation, drawings and other requirements requested in the bid document must be included with your bid. All bids must be submitted within the time frame specified in the bid document. It is the bidder's responsibility to ensure the bid is received before the deadline. Bids will be returned if received after the bid opening date and time.
Question 4: Should I read the entire bid package, including all the attachments and fine print?
Read the bid documents thoroughly and comply with all the instructions and conditions. Improperly completed bids may be considered non-responsive. Submit your bid well in advance of the deadline; late bids cannot be considered.
Question 5: Once I submit a bid, can I withdraw it?
You can withdraw your bid prior to the closing date and time by contacting Procurement Services, identified on the bid document, in writing. There are no penalties and it does not disqualify you from submitting a new bid prior to the closing date and time.
Question 6: How are bids and proposals evaluated?
Procurement Services (in cooperation with the internal customer purchasing the goods or service) evaluates the bids and proposals on the bases of specified criteria. Types of criteria (stated in the bid document) include price, quality, delivery and service. Certain criteria are more important than others, and are weighted accordingly.
Question 7: Can I attend bid openings?
Vendors are encouraged to attend bid openings for all formal bids (Invitation to Bid and Request for Proposal) listed on the College's current bid solicitation page at the date, time, and location noted on the Invitation to Bid document. All formal bids received will be opened and read publicly.
Question 8: When will I know if my bid is successful?
When the successful firm has been selected, that firm or individual is notified In writing. This usually occurs within 30 days of the bid opening. The bid award will be posted on Eastern Florida State College's Procurement Web Site.
Question 9: What if I was unsuccessful?
Under the Freedom of Information and Protection of Privacy Act, suppliers and the general public may request information relating to the awarding of contracts.
Question 10: How can I obtain bid results?
All bid tabulations can be obtained from the Procurement website by clicking on the completed bid numbers or by calling the Office at 321-433-7147.
Question 11: What should I do if there are changes in my company status, such as a change in business name, address, contact information, ownership or Taxpayer Identification Number?
If you have changes in your company's status, call Procurement Services or fax your updated information to 321-433-7371. You may be asked to forward a new IRS Form W-9.
Question 12: What number can I call to get more information about the Procurement Services Department?
You may call the main number at 321-433-7147. If you have any additional questions, you may contact any member of our staff for help.
Question 13: How long will it take to get paid?
The College generally pays within 30 days of receipt of the goods and invoice. To help speed payment, please produce all necessary paperwork in a timely manner.
Question 14: Does EFSC have a standardized credit application?
Yes. Our credit application includes all the necessary billing information you need to setup an account with the college.