Dear Prospective Seminole Supplier,<\/p>\n
It is a pleasure to invite you to become a member of the Seminole supplier community. We are interested in expanding and improving our supplier base with good, quality suppliers, particularly in construction and construction services \u2013 two areas of importance in the electric utility industry. To that end, our purchasing, technical and materials management personnel have upgraded the methods used to identify, classify and track supplier performance. This updated supplier Guide is part of this process.<\/p>\n
Quality suppliers will be given every opportunity to do business with Seminole. Please take some time to read through this material. Then take the time to pre-qualify with us in accordance with the information in this Supplier Guide. Our goal is to maintain a mutually long-term and beneficial relationship, creating situations that provide rewards for both of our companies.<\/p>\n
In the changing world of business, both domestically and internationally, we all need to cooperate with one another. We hope this Guide provides the mechanism for you to begin working with Seminole Electric Cooperative, Inc. We are implementing better methods of communication with suppliers, and to that end, would appreciate your feedback on Seminole\u2019s purchasing processes. We want to help you be competitive. We want you to help us learn how. Our new website referenced in this supplier Guide is for that purpose. Please do not hesitate to use it.<\/p>\n
Good suppliers are a vital component of our success. We look forward to hearing from you.<\/p>\n
Our purchasing objective is to purchase high quality materials, supplies, equipment and services in the proper amount, at the proper time, from the proper source of supply. Within Seminole Electric Cooperative, Inc’s. Supply Management Department, the following three sections strive to uphold this objective:<\/p>\n
The Materials Management section establishes and monitors inventory control procedures and systems for Seminole inventories. This section also administers the Cooperative\u2019s investment recovery program and freight\/logistics program. In addition, Materials Management coordinates the resolution of all delivery problems, including overages, shortages, damage claims, and non-conforming material. Furthermore, Materials Management follows-up on purchase orders, expediting deliveries as necessary, and monitors supplier performance. At the Tampa headquarters, they coordinate the receiving process.<\/p>\n
The Contracts & Purchasing section purchases materials, supplies, fuels, equipment and services for Seminole\u2019s headquarters and generating stations. This section develops and maintains bid listings, obtains competitive pricing, places purchase orders, coordinates the pre-qualification process, and helps to prepare purchase specifications, contract awards, and supplier performance evaluations for those commodities we use. Receipt and custody of all quotation and proposal information is located within this section.<\/p>\n
Contracts & Purchasing also formats, administers and maintains all contracts. Working directly with the Rural Utilities Service (RUS), the Contracts and Purchasing section is the legal liaison between the Cooperative\u2019s needs and the general counsel for all contracting issues. Purchasing functions are also performed in this section for service contracts and any construction-related commodities. Contracts and Purchasing also prepares and issues competitive sealed bids, proposals and addendums; conducts pre-bid and post-bid conferences on those bids and evaluates and prepares award packages for service and construction contracts. Any disputes pertaining to the Commercial terms of a contract claim are resolved within this section. Seminole\u2019s Supply Management Department processes all pricing information which remains under lock and key during the award process.<\/p>\n
The Supply section at the Seminole generating stations is in charge of parts availability, logistics and security of inventory at the site. Such activities include receiving the expedited items and reordering items in the materials management system. This section also handles non conforming materials. The Supply section coordinates the expediting and emergency purchasing process and the investment recovery program. Finally, this section interfaces with suppliers, on a day-to-day basis, dealing with the receiving of parts and materials at Seminole\u2019s generating stations. This section is not responsible for chemical or fuel deliveries (e.g. diesel, coal, limestone). The Seminole internal using department is responsible for these deliveries.<\/p>\n
The bulk of small dollar purchases, including inventory and non-inventory items, are done in this department. All priority purchases for the Seminole Generating Station are also expedited from that site.<\/p>\n
Seminole uses the following forms of contract:<\/p>\n
Approximately 4 million tons of coals are purchased by Seminole annually, under long-term contract and on the spot market. All coal purchases are made through supplier pre-qualification. Any coal supplier desiring to sell coal to Seminole has an opportunity to go through the pre-qualifications process. Criteria for the pre-qualification process include technical responsiveness, fiscal responsibility, past performance record, coal specifications and ability to supply. After being pre-qualified, suppliers are sent bid invitations as needs arise.<\/p>\n
Suppliers desiring to pre-qualify for coal purchases need to visit our website at www.seminole-electric.com and click on the Supplier Information link to down load the Bidder Qualification Questionnaire. Potential suppliers may submit an unsolicited proposal for market surplus coal only if they have been pre-qualified. An unsolicited proposer is reviewed against the pre-qualified bid list. Proposers not pre-qualified are invited to become prequalified and will be used in subsequent bids. If the qualified proposal is rejected, the proposer is notified in writing. If it is accepted, the qualified proposer is awarded an appropriate form of contract.<\/p>\n
If an award of a contract is made through the bidding process, all bidders will be notified of the award. All spot coal purchases are awarded by action of the Seminole Board of Trustees or by the Seminole General Manager under special authority.<\/p>\n
Samples of supplier products that are requested in a bid document will be outlined in the document specifications and must be presented to Seminole without cost or obligation. Samples will be kept in the Supply Management Department until the bid is awarded. The samples will be returned upon request of the supplier after the award of the contract. Note: No samples may be shipped to, or brought on to, SECI\u2019s generating station sites that contain any matter of chemical compounds without prior approval. Examples of these would include paints, lubricants, lab chemicals, glues, etc that have Material Safety Data Sheets (MSDS) associated with them. Any product used on SECI\u2019s sites, including samples, requires review of the MSDS by the Plant Environmental and Safety Offices. Any sample sent in without prior approval will be held until the MSDS can be provided and reviewed.<\/p>\n
It is the strict policy of Seminole Electric Cooperative, Inc. to provide an equal opportunity for all its contractors and suppliers to bid for Seminole\u2019s business. In furtherance of that policy, Supply Management Department employees may not conduct business with suppliers from whom they may personally benefit, and they must not become obligated to any supplier. Gifts that may be perceived to be a conflict of interest are prohibited. This does not prohibit nominal value or casual entertainment which meets all standards of ethical business conduct and involves no element of concealment. Lunches and dinners for the purpose of business discussions are allowed with suppliers that are contracted to do business with Seminole.<\/p>\n
In any bid document, any of the proposer\u2019s employees signing that bid document attest that they have never had, do not presently have, nor contemplate any future interest in Seminole. Additionally, the proposer\u2019s employees attest they have no relatives currently employed by Seminole or involved in any other interest which might influence their action. This interest would be construed as affecting the judgment of the proposing bidder or as causing the proposal to be submitted in such a manner giving the bidder unfair advantage.<\/p>\n
A bid that is in the possession of the Supply Management Department may be altered by letter bearing the signature of the bidder\u2019s employee authorized to bind the proposer during the bidding process, provided it is received prior to the time and date of the bid opening. Telephone or verbal alterations of a bid will not be accepted. In case of error in the extension of prices in the bid, he unit prices will govern.<\/p>\n
All bids and proposals received are reviewed and analyzed by the internal Seminole user and the Supply Management Department. The user analyzes the offering according to compliance with the bid specification. The Supply Management Department reviews commercial terms and conditions compliance. Following these reviews, the user and the Supply Management Department recommend for award, the lowest priced responsive bidder. The recommendation for award is then reviewed and approved by; the appropriate Seminole level of management,, Approval by the Seminole Board of Trustees is required for awards of $400,000 or more.<\/p>\n
The Director of Supply Management reserves the right to reject any and all bids and to waive any irregularities or technicalities, in the best interest of Seminole.<\/p>\n
The supplier awarded is expected to perform in accordance with the terms and conditions of the purchase order or contract. Contract delivery and performance are tracked closely through the Seminole automated purchasing system. Suppliers should be cognizant of good performance related to deliveries, since that has a possible impact upon future contract awards.<\/p>\n
All documentation accompanying each delivery must reference the Seminole purchase order number and purchase order line item. Failure to do so may result in delays in payment.<\/p>\n
Any deliveries destined for Seminole Electric Cooperative, Inc. headquarters, in Tampa, should be sent to the following address: Seminole Electric Cooperative, Inc.
\n16313 N. Dale Mabry Highway
\nTampa, FL 33618<\/p>\n
Any deliveries destined for the Seminole generating Station in Palatka, Florida should be sent to the following address:
\nSeminole Electric Cooperative, Inc. \u2013 Seminole Generating Station
\n5 Miles North of Palatka
\n890 U.S. Highway 17 North
\nPalatka, FL 32177<\/p>\n
Any deliveries destined for the Midulla Generating Station in Bowling Green, Florida should be sent to the following address: Seminole Electric Cooperative, Inc. \u2013 Midulla Generating Station
\n3 Miles North of SR 62
\n6697 North CR 663
\nBowling Green, FL 33834
\nATTN: Warehouse Supervisor<\/p>\n
Deliveries will be accepted at the Tampa headquarters Monday through Friday between the hours of 9:00 a.m. \u2013 12:00 p.m. and 1:00 p.m. \u2013 4:00 p.m. Deliveries at Seminole\u2019s generating stations are accepted between the hours of 7:00 a.m. -12:00 p.m. and 12:30 p.m. to 3:15 p.m. Deliveries outside of these hours are discouraged but, in the event of an emergency or special circumstance, it can be arranged by contacting the Warehouse Supervisor or the supply Superintendent of the generating station for which delivery is intended. For maps to these locations please refer to www.mapquest.com.<\/p>\n
Seminole reserves the right to make any written changes, including additions or deletions to the quantities ordered, or to the specifications of a purchase order or purchase order contract. If any such change affects the amount due or performance schedule, an equitable adjustment will be made. No adjustments will be made in favor of the seller with respect to any goods that are the seller\u2019s standard stock. Any claim for adjustments must be asserted within thirty (30) days from the date when the change is made or terminated.<\/p>\n
Invoices covering the delivery or deliveries of equipment, materials, supplies or services relating to a contract or purchase order should be sent IN DUPLICATE to:
\nSeminole Electric Cooperative, Inc.
\nAccounts Payable
\nP.O. Box 273000
\nTampa, FL 33688-3000
\nATTN: Supervisor of Disbursements<\/p>\n
TO ENSURE YOUR COMPANY RECEIVES PROMPT PAYMENT, each invoice must reference the contract number or purchase order number and the purchase order line item. On most commodities, the state tax will not be included on the invoice because Seminole has a direct pay certificate and pays the tax directly to the state. Invoices will only be paid up to the amount of the purchase order. In contract release situations, the invoice must reference the purchase order, contract number and the release number. All billing information, including terms and conditions, will be forwarded to the Accounting Department. Please be sure that your billing department is informed of the invoice requirements and sales tax direct pay authority outlined above, so you will receive prompt payment.<\/p>\n
A contract may be terminated immediately for cause in the case of serious supplier\/contractor error, or if a Seminole project must terminate out of necessity. A contract may also be terminated for Seminole\u2019s convenience, usually with 30 days notice. In any case, the supplier will receive a written notice giving a specific termination time period. These contract termination dates may, at Seminole\u2019s discretion, be negotiated.<\/p>\n
One of the main criteria in judging the quality and qualifications of a supplier is price. Price continues to be an important factor in the purchase of goods and services, but the Contract Administrator and the end user also decide on additional criteria important in judging the best supplier. These criteria include supplier delivery systems, quality improvement, service response time, supplier stocking and packaging. These components, along with other criteria, are then ranked in order of importance, with the highest ranked factors receiving the greatest percentage of importance in the evaluation process.<\/p>\n
The goal of this process is to select quality suppliers at the optimum price. A supplier quality improvement proposal will include the criteria and assigned values in the bid document, alerting suppliers to their importance. Any questions regarding this procedure should be directed to the Contracts and Purchasing Supervisor or the Director of Supply Management.<\/p>\n
To obtain a Bidder Qualification Questionnaire and begin the evaluation of your company, please<\/p>\n