Welcome to Procurement and Contract Management at FCC

FCC uses a variety of sourcing methods based on the nature, complexity, and estimated dollar value of a purchase.

• Quotes: For routine or lower-value purchases
• Bids (IFBs): Awarded based on price and compliance
• Proposals (RFPs): Evaluated based on approach, experience, and cost
• Piggyback Contracts: FCC may use contracts from other public agencies or cooperative purchasing organizations
• Sole Source Procurements: Used when goods or services are only available from a single vendor, with appropriate justification

To ensure your response is considered:

• Follow all instructions
• Include all required documentation
• Submit by the deadline 

For details on filing a protest, please visit the FCC Protest Procedure section.

All purchases of $10,000 or greater are formalized through approved procurement documents to ensure clarity and accountability.

• Authorization: Procurement manages the contracting and purchasing process; however, contracts approval is limited to the Chief Financial Officer (CFO), an authorized designee, or in limited circumstances the Dean of Teaching, Learning and Student Success.
• Contracts: Used for services, complex purchases, or higher-value engagements.
• Purchase Orders (POs): Required for most purchases and must be referenced on all invoices

Vendors must not begin work, provide services, or deliver goods until a valid purchase order or executed agreement has been issued, except in approved emergency situations.

Vendors are responsible for:

• Meeting delivery timelines
• Shipping to the location listed on the purchase order
• Providing proper documentation and packaging
• Notifying the POC of any delays
   
  Please note: FCC does not prepay for tangible goods. Payment is issued only after delivery is confirmed and items are accepted.

All employees involved in the acquisition of goods and services—whether directly or indirectly—are expected to conduct themselves with integrity and professionalism.

Frederick Community College follows the ethical standards outlined in the National Association of Educational Procurement (NAEP) Code of Ethics, including:

• Prioritizing the objectives and policies of the College
• Seeking maximum value for each expenditure
• Declining personal gifts or gratuities
• Ensuring fair and equal consideration for all suppliers
• Conducting business in good faith, free from misrepresentation
• Expecting honesty in all vendor representations
• Respecting proprietary information and intellectual property
• Resolving supplier concerns in a fair and timely manner
• Providing courteous and professional engagement with vendors
• Promoting ethical, fair, and legal trade practices
• Supporting collaboration and professional development within the procurement community

FCC promotes transparency by posting solicitations through the following platforms:

• Frederick Bid Locker
• eMaryland Marketplace Advantage (eMMA)

Vendors are responsible for:  

• Checking for updates such as amendments, addenda, or clarifications.
• Acknowledging all updates on the appropriate bid form.
• Downloading official materials directly from FCC Bid Locker.
• Ensuring all relevant documents and addenda are obtained before submission.

FCC is not responsible for incomplete or inaccurate information from third-party sources. The College assumes no liability for issues related to transmission errors, browser incompatibilities, unauthorized file changes, or other technical problems.

Verbal statements or informal communications shall not be construed as binding. Only written agreements signed by authorized FCC personnel are enforceable.

FCC Protest Procedure
To establish a fair and transparent process for vendors to protest procurement decisions in accordance with COMAR Title 21, Subtitle 10. This procedure applies to all formal solicitations (RFPs, IFBs, RFQs) issued by FCC where the total contract value exceeds the small procurement threshold.

Filing a Bid or Award Protest
To file a protest, vendors must adhere to strict timing and formatting requirements. Solicitation protests must be submitted prior to the bid or proposal due date, while award protests must be filed within seven (7) calendar days of the award notice being posted or sent.

This 7-day deadline is firm and non-negotiable, in accordance with COMAR 21.10.02.03. All protests must be submitted in writing and include the vendor’s name, address, and contact information; the relevant solicitation or contract number; a detailed statement outlining the legal and factual grounds for the protest; any supporting documentation, if applicable; and a clear statement of the specific relief being requested.

Protest Submission Method
All protests shall be submitted exclusively via email. Protests submitted by any other method, including physical mail or in-person delivery, will not be accepted or considered. The protest must be received by the deadline specified in COMAR 21.10.02.03 to be deemed timely. Protests must be emailed to: Procurement Administrator at [email protected].

Review and Decision
At Frederick Community College, any protest related to a procurement decision must be submitted in writing and emailed to the Procurement Administrator within seven calendar days of the bid opening or notification of award. Upon receiving the protest, the Procurement Administrator will conduct a review and issue a written decision within ten working days. If the protesting party is dissatisfied with the outcome, they may request an administrative review, which is handled by the CFO & Vice President for Administration. The decision rendered by the CFO/Vice President for Administration serves as the final determination and concludes the internal protest process.

 

• FCC Bid Locker
  Browse active bid opportunities, including plans, specifications, instructions, any issued addenda, and award notifications.
• eMaryland Marketplace Advantage (eMMA)
  Vendors must register on eMMA. Registration is free.
• General Terms and Conditions(Coming Soon)
  This document outlines the standard terms and conditions that govern procurement activities and agreements with Frederick Community College.

Statewide & Regional Procurement Resources

• eMaryland Marketplace Advantage (eMMA)
  Maryland’s official procurement portal for state contracting opportunities.
• Maryland Education Enterprise Consortium (MEEC)
  Collaborative purchasing for Maryland’s education institutions.
• National Institute of Governmental Purchasing (NIGP)
  Professional association for public procurement professionals.
• Maryland Public Purchasing Association (MPPA)
  State chapter of NIGP supporting procurement professionals in Maryland.
• National Association of Educational Procurement (NAEP)
  Focused on procurement in higher education institutions.

Local Procurement Offices

• Frederick County Purchasing
  Procurement information and bid opportunities for Frederick County.
• Frederick County Public Schools Purchasing
  Vendor resources and solicitations for the school district.
• City of Frederick Purchasing
  Procurement services and bid postings for the City of Frederick.

This page provides information to help vendors successfully work with Frederick Community College (FCC), including onboarding requirements, invoicing, payments, and account support.

Getting Started

Before beginning work or submitting invoices, please ensure you have:

• Received a valid FCC purchase order or executed agreement
• Reviewed the instructions provided on the purchase order
• Completed any required onboarding documentation

Vendor Onboarding Requirements

To do business with Frederick Community College, vendors may be required to complete onboarding steps to ensure accurate setup and timely payment.

This process may include:

• Submission of tax documentation (such as a W-9)
• Payment and banking information – complete the [ACH Authorization Form]
• Acceptance of General terms and conditions(Coming Soon)

 Vendors will not be fully set up for payment until all required onboarding documentation has been received and approved.

Completing these steps helps ensure compliance and supports accurate and timely payments.

Invoicing and Payments

How do I submit an invoice?
Invoice submission instructions are provided on the purchase order.

When will I receive payment?
Payments are typically processed within 30 days of receipt of a valid invoice, unless otherwise specified.

What payment methods are available?
FCC issues payments via ACH (Automated Clearing House).

How are purchase orders issued?
Purchase orders are issued electronically by FCC and will be sent by the FCC point of contact associated with the award.

Payment Terms for Goods
FCC does not prepay for tangible goods. Payment is issued only after delivery is confirmed and items are accepted.

Vendor Account and Payment Support

Who do I contact for payment issues or to update my information?
Submit all updates, including contact or banking changes, to the FCC point of contact (POC) associated with your award.

What is FCC’s tax exemption status?
Frederick Community College is generally exempt from Federal excise tax and Maryland Sales and Use Tax. A tax-exempt certificate is available upon request from your FCC point of contact.
 
Important Reminders

• Always reference your purchase order number on all invoices
• Submit invoices exactly as instructed on the purchase order
• Do not begin work without an approved purchase order or contract (except in authorized emergency situations)
• Ensure onboarding documentation is complete to avoid payment delays