Vendors
The Purchasing Department provides guidance and support for HCC faculty and staff to make well-informed procurement decisions. All purchasing procedures comply with the Illinois Public Community College Act, and are consistent with the goals of the HCC Board of Trustees. The procedures ensure the most efficient utilization of College resources.
The Purchasing Department strives to:
- Maintain positive vendor relationships
- Ensure timely delivery of goods and materials
- Increase participation of businesses owned by minorities, females, veterans, and persons with disabilities
Each department at HCC is responsible for finding individual vendors that meet their current purchasing needs. The Purchasing Department ensures that all guidelines are met, but allows the departments to choose products and services that work best for them.
Business Enterprise Program
The Business Enterprise Program (BEP) strives to highlight businesses owned by minorities, women, veterans, and persons with disabilities that might otherwise be overlooked. The program is dedicated to helping these businesses participate in selective and competitive bidding processes, which increases their visibility and potential growth. Heartland Community College encourages BEP-eligible vendors to become certified and register as vendors for bidding opportunities.
For more information on, or to register as, a BEP vendor visit this website.
If you have any questions or would like assistance in registering your company, contact the Purchasing Department at purchasing@heartland.edu.
GovDeals Surplus Auctions
All surplus College property is sold online at GovDeals.com. Any member of the public is welcome to create an account and bid on available items. All items are sold "As-is" and the buyer is responsible for removing them after the auction closes.
Prevailing Wage Rates
Heartland Community College complies with all provisions of the Prevailing Wage Act (Ill. Rev. Stat. 820 ILCS 130/1 et. al.). This Act requires contractors and subcontractors to pay laborers, workers, and mechanics employed on public works construction projects no less than the general prevailing rate of wages (consisting of hourly cash wage plus fringe benefits) for work of a similar character in the county where the work is performed. Failure to comply with said Act will result in penalties and fines. The current Prevailing Wage rates can be found here.
Solicitation Policy
Pursuant to HCC Board Policy 3.9, "Without written approval from the President (or designee), Heartland Community College prohibits any type of solicitation using College buildings, grounds, communication systems, equipment, or services. Such solicitation includes commercial, charitable, and political purposes."
Vendor Tax Documentation Requirements
Heartland Community College requires a new vendor to submit a completed tax form prior to being added to our vendor system and before payment can be issued.
Required Form by Vendor Type
- U.S. Individual and organization: IRS Form W-9
- Foreign individuals: IRS Form W-8BEN
- Foreign entities: IRS Form W-8BEN-E
Form W-9 Requirements
All submitted W-9 forms must meet the following requirements to be accepted. Forms that do not meet these requirements will be rejected, and a new form will be required.
- Must be the most current version of the IRS Form W-9
- Field 1: Legal name of the individual or entity
- Field 2: Business name or disregarded entity name (if applicable and different from Field 1)
- Field 3: Appropriate federal tax classification
- Limited Liability Companies (LLCs) must indicate they are taxed as:
- C Corporation
- S Corporation
- Partnership
- Limited Liability Companies (LLCs) must indicate they are taxed as:
- Fields 5 & 6: Mailing address
- If the remittance address differs from the individual’s or organization’s address listed on the W-9 one of the following will be required:
- A new W-9 reflecting the correct remittance address, or
- An invoice on official letterhead listing the preferred remittance address
- If an invoice on official letterhead is provided, a follow-up confirmation of the remittance address via phone may be required
- If the remittance address differs from the individual’s or organization’s address listed on the W-9 one of the following will be required:
- Part I: Taxpayer Identification Number (TIN)
- Social Security Number (SSN) or Employer Identification Number (EIN)
- Part II: Certification
- Signature and date required
- Signatures must be wet signatures (handwritten) or time-stamped digital signatures
- Forms may also be printed, signed, scanned, and uploaded
Secure Submission Requirement
Do not email tax forms under any circumstances. Tax forms contain sensitive information and must be submitted using our secure ShareFile link.
If you have any questions, please contact the Accounts Payable team at accountspayable@heartland.edu.