Purchasing and Contracts

Table of Contents

Welcome to the Cleveland State Purchasing and Contracts Department! The purpose of the Purchasing and Contracts Department is to facilitate the procurement of supplies, equipment and services necessary to achieve the goals of Cleveland State Community College in an effective and efficient manner. We ensure that all purchases and contracts comply with the laws of the State of Tennessee and Tennessee Board of Regents (TBR) Policy, guidelines and procedures. It is our responsibility to track assets and oversee surplus equipment. We also serve as the liaison for auxiliary services, promoting continuous improvement for food services and the bookstore.

Bid Opportunities

Thank you for your interest in Cleveland State Community College’s (ClSCC) procurement process. Bid opportunities are posted as they become available. All bid responses must be date/time stamped on or prior to bid opening to be considered responsive.

Purchasing contracts are used from other TBR Institutions, the University of Tennessee and State of Tennessee, in addition to using group purchasing contracts. Utilizing these contracts allow CLSCC departments to obtain quality products and services quickly and at reduced costs without requiring a lengthy bidding and procurement process.

CLSCC currently purchases the following items through TBR system wide contracts; office supplies from Staples, janitorial supplies through American Paper and Twine and temporary services through InGenesis. If you are interested in finding out how to do business with TBR, visit their link at TBR.edu.

Surplus Property

Cleveland State Community College (CLSCC) disposes surplus property based on TBR Policy 4-02-20-00 Disposal of Surplus Personal Property.

CLSCC will offer surplus property online through GovDeals Internet auction on an “as is” – “where is” basis. Any and all costs surrounding the dismantling, removal and the transportation of these items will be the sole responsibility of the interested institutions. This will be an ongoing process and govdeals.com should be checked regularly for any updated items.

All items will appear in Tier 1 and made available to TBR institutions for internal redistribution. After the required 7-day period has expired, the items will be moved to Tier 2 and made available for local public schools for redistribution. After an additional 7-day period has expired, the items will be moved to Tier 3 for public auction.

If you have questions or concerns in regards to surplus, email facilities@clevelandstatecc.edu. In order to view items you must register the auction site can be accessed through www.govdeals.com.

Vendor Information

Vendor Registration

We appreciate your interest in partnering with Cleveland State Community College (CLSCC). The Tennessee Board of Regents (TBR) has a new way of managing and maintaining information from its current suppliers and suppliers that wish to register to do business with the TBR System Office and/or TBR Institutions. There is now one (1) portal in which suppliers maintain and update its information accordingly and alleviates the need to register with each individual TBR Institution.

Registration does not guarantee that all bidders will receive Requests for Quotations (RFQ)/ Requests for Proposals (RFP). It is the vendor’s responsibility to inquire regarding current bid opportunities. Vendors may contact the Purchasing and Contracts Department to obtain copies of a particular request. We encourage a competitive environment, and vendors are advised to contact the Purchasing and Contracts Office, Vendor Management Analyst at 615-365-1555 with any questions. Small, minority, and women-owned businesses should also contact the Governor’s Office of Diversity Business Enterprise to be officially certified by the State of Tennessee. TBR will be glad to assist in this certification process.

IF YOU HAVE BEEN DEBARRED BY ANY AGENCY, FEDERAL OR STATE, SO INDICATE. The TBR Purchasing and Contracts Department reserves the right to deny registration to any company and any entity denied registration will be so advised.

Please visit the Supplier Registration link to begin the registration process.

Documents

Commodity Codes

Purchase Order Terms & Conditions

Authorized Signatures

No employee of the College has authority to make any purchase commitment, enter into any contract for materials or supplies, or otherwise take action with any third parties which may be constructed as financially binding to the College except through the Purchasing and Contracts Department, unless specifically authorized in writing by the President. The Purchasing and Contracts Department will receive bids, issue purchase orders and enter into negotiations with suppliers.

Taxes

Contact Accounts Payable via email accountspayable@clevelandstatecc.edu to receive a copy of the CLSCC Certificate of Exemption.

We strive for fair and open procurement. If you have any questions or concerns regarding the purchasing process that you participate in, please contact the Purchasing and Contracts Department at 423-478-6239.

 

FAQs

Bids

May I fax my bid?

Fax bids will be accepted only if the total is under $25,000.00.

May we attend bid openings?

Yes, bid openings are open for vendors to attend.

Do you always go with the low bid?

Yes, low bids are always awarded unless low bids do not meet our minimum requested specifications. The only exception is when the bid is a Request for Proposal (RFP). RFPs are awarded by a weighted scale defined by qualification, experience, technical and cost.

How can I obtain a copy of the bid analysis?

Contact the Purchasing and Contracts Department at 423.478.6239 or purchasing@clevelandstatecc.edu and ask for a copy.

May I make changes to my bid after the opening date?

No, changes may not be made after a bid has opened. Changes may be made prior to the opening date/time. Changes must be initialed by an authorized employee of the company.

May I bid an alternate bid?

Yes, you may bid more than one option for a particular item, unless the College specifies “no alternate bids will be accepted.” Alternate bids must meet the minimum requirements of the bid specifications to be accepted.

Invoices

Who do I send invoices to?

Send all invoices to accountspayable@clevelandstatecc.edu or Cleveland State Community College, Attn: Accounts Payable, 3535 Adkisson Drive, Cleveland, TN 37312

What information is needed when invoicing?

Along with the specific items being billed, include the purchase order and/or contract number. This will aid Accounts Payable in prompt processing of your payment.

Who do I contact with a question regarding payment on an invoice?

You may contact the Accounts Payable Office at 423-473-2328.

Vendor

How to do business with Cleveland State?

The Tennessee Board of Regents (TBR) has a new way of managing and maintaining information from its current suppliers and suppliers that wish to register to do business with the TBR System Office and/or TBR Institutions. There is now one (1) portal in which suppliers maintain and update its information accordingly and alleviates the need to register with each individual TBR Institution.

Contact Info

Email: purchasing@clevelandstatecc.edu

Phone: 423-478-6239