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What does Cincinnati State buy?
Since the College must provide for administrative, academic, and individual student needs, almost every product and service imaginable is purchased.
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How does Cincinnati State buy?
Depending on the amount of the purchase and availability of the item in the marketplace, the College makes purchases using written competitive bidding for larger purchases, and mail/phone bidding for smaller purchases as competition warrants. For many of our repetitive procurement needs, annual Term Contracts and purchase agreements are formulated. The awarded suppliers will then provide the authorized items during the contract period at the quoted prices. The benefits to Cincinnati State of a Term Contract or a purchase agreement are consistent quality, quantity pricing, fast delivery, and reduction in inventory cost.
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What is the Purchasing Department’s fax number?
(513) 569-4746. fax (513) 569-1590. phone
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How do suppliers become eligible to do business with Cincinnati State?
Your firm must be added to the College’s vendor file, which currently has over 16,000 registrants. To be added, simply request and complete the vendor registration packet which can be obtained in the Purchasing Department.
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How does a supplier get on the right bid list?
Check the appropriate commodity and services box on the vendor registration form. We suggest that you check only those categories which represent your primary sales activities. Once your registration has been accepted, a list associated with that commodity is developed. When a bid solicitation is sent to you be sure to respond, even if only to indicate "no bid". In the event you do not respond to three consecutive bid inquiries, your firm’s name may be removed from future bid lists.
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How does a supplier find out if they have won an award?
An award letter is sent to the winning bidder. A bid results letter is sent to all who submitted bids after the award is made.
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How are bid award decisions made by Purchasing?
Non-construction bids are awarded to the lowest and best bidder based on criteria identified in the specifications with the advice or assistance of the user department. When service, delivery, and other factors are to be considered in addition to price, they are stated in the bid specifications (usually provided by the requisitioner). If the low (price) bidder meets all the specifications, then they receive the award. Conversely, a low bidder who does not comply with part of the specifications may be disqualified on that basis. The best bidder is one who has fulfilled all relevant specifications at the lowest price. Bid award is a process that is guided by the requirements of the Ohio Revised Code.
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How does a supplier file an award protest?
Any protest of an award must be made within 48 hours after (bid award) and directly to the Director of Purchasing. Verbal protests alone are insufficient and will not warrant further investigation. All letters of protest must contain a statement of the facts and reasons which form the basis of the protests. Vendors are assured that the lodging of any written protest will be promptly investigated and respectfully answered. Late protests which will prejudice Cincinnati State or the successful vendor will not be accepted.
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What can a supplier do to ensure that their bid is correct?
It is important to carefully read a bid inquiry. Be sure to sign your bid. Return the entire original bid packet intact by the indicated deadline. Make sure your unit costs and totals agree and your terms of payment are clearly stated. Make sure that you can handle the job (i.e., you can afford to maintain the level of product stock to insure delivery as stated in your bid). In the event an error is discovered in your bid prior to award, the bidder may be allowed to withdraw the bid but not to modify it. If you are a construction contractor, you must complete the Bid Form and include the required bid bond. Failure to comply with any of the above can result in disqualification. For term contracts, if you do not feel you can adequately supply the entire contract volume to the College, you may bid on a portion of the items or note that you are only quoting on a maximum award of $XXX.
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Is there a dollar limit on term contract release orders?
Ordinarily, up to the maximum dollar amount of the entire term contract. This amount can be found as the estimated cost on the cover page of the term contract. For trades-related contracts, the per project maximum is $18,764. Other contracts may also have special limitations.
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Is Cincinnati State tax exempt?
Yes. The College is an instrumentality of the State of Ohio and is therefore exempt from sales tax in the State of Ohio and is exempt from certain Federal excise taxes. Requests from suppliers for tax exemption forms should be referred to the Purchasing Department. A supplier may occasionally insist that sales tax is due. Depending on reciprocity laws in other states or if the delivery point is outside of the State of Ohio, orders from suppliers located outside of Ohio may involve payment of sales tax to other States. The general assumption is no sales tax is due.
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When will a payment for an invoice be received?
Payments are handled through the Cincinnati State Accounts Payable Office. Contact them at (513) 569-1584. On construction projects the work must be done to the complete satisfaction of the College project manager before payment of the invoice will be made. Construction suppliers should stay in close contact with the project manager to avoid delays in payment of invoices.
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Where should invoices be sent?
To the Accounts Payable Office using the following address:
Cincinnati State Technical & Community College
Accounts Payable Room 154
3520 Central Parkway
Cincinnati, Ohio 45223
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How do I check the payment status of an invoice?
Contact the Accounts Payable Department at (513) 569-1584
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