Transcript Document

University of Illinois
Purchasing Division
Tom Delanty
UIUC Director of Purchases
What The University Buys

Goods and services to support academic, research, and
public service programs


Examples: Scientific and medical equipment and supplies,
Classroom and Office furniture and supplies, and professional
services.
Goods and services to support activities such as
operations and maintenance, student housing, food
services, and bookstore operations

Examples: Building maintenance, repair and operations supplies
and services, food, and publications
How the University Buys

Department’s Role

UIUC Purchasing Department’s Role

Vendor’s Role
University Department’s Role

Determine a need for goods or services

Purchase using a P-Card
 MasterCard
 Speeds up order, delivery, recording and payment processes
 Vendor receives payment in 48 hours
 Dollar limit of $5000 (unless restricted and prohibited items)

Issue a requisition

Communicate specifications to Purchasing

Review completed purchase orders, receive goods or services, authorize
payment.
Purchasing Department’s Role

Follows Illinois Procurement Code - 30 IL Compiled
Statutes 500

Establishes internal conforming procedures

Acts as liaison between department and vendor

Maintains bidders list of vendors by commodity
Purchasing Department’s
Role (cont.)

Post bids on the bulletin website http://www.procure.stateuniv.state.il.us
 Invitations
 Contracts let and awarded
 Emergency procurement
 Sole source
 Procurement Policy Board (PPB)/Board of Trustees (BOT)

Place orders for goods and services

Maintain procurement records that document and support expenditure
audits
Purchasing Department’s Role
(cont.)

Belongs to IPHEC (Illinois Public Higher Education
Cooperative)
 Consolidates common requirements
 9 Illinois public universities comprised of 13
campuses participate
 Initiates and receives bids posted on the bulletin
 Establishes individual contracts based upon lowest
bid from IPHEC member
 Packet contains
 FY 2007 Commodity Listing
 IPHEC Purchasing Advisory Council
Chicago State University
Eastern Illinois University (Purchasing Office)
Governors State University
Illinois State University (Purchasing Office)
Northeastern Illinois University
Northern Illinois University
Southern Illinois University Carbondale (Purchasing Office)
Southern Illinois University Edwardsville
Southern Illinois University School of Medicine
University of Illinois at Chicago (Purchasing Office)
University of Illinois at Springfield (Purchasing Office)
University of Illinois at Urbana-Champaign (Purchasing Office)
Western Illinois University
Vendor’s Role

Must have IL Dept of Human Rights (IDHR)
Bidder Eligibility Number (if employee count is
>14 employees)

To Register



Download form from
http://www.state.il.us/dhr/forms/pcl_forms.doc
Call 312-814-2432 M-F 8:30-5:00
Write IL Dept of Human Rights
Public Contract Unit
100 W Randolph St, Ste 10-100
Chicago IL 60601
Vendor’s Role (cont.)
 Complete

Bidders Application Form (BAF)
http://www.procure.stateuniv.state.il.us/
 Small
Business Opportunities
 Minority and Female Business Enterprise
Opportunities (MAFBE)
Certified businesses owned by minorities, females
and person with disabilities
 Complete and submit a Bidders Application Form
(BAF)

Vendor’s Role (cont.)
 Business



Enterprise Program (BEP)
Reviews applications and conducts investigations into
the validity of MAFBE businesses
Upon verification, the business enterprise is assigned a
certification number.
Businesses must re-certify every two years to be
considered qualified MAFBE businesses.
Vendor’s Role (cont.)

The only agencies authorized to qualify or certify MAFBE
businesses are:

The Business Enterprise Program of the Department of
Central Management Services
 The Illinois Department of Transportation
 The Women’s Business Development Center
 The Chicago Minority Business Development Council
Vendor’s Role (cont.)

To obtain information about State
Certification programs, contact:
 State
of Illinois Department of Central
Management Services, Business Enterprise
Program for Minorities, Females, and Persons
with Disabilities
312-814-4190 or 800-356-9205 (IL only)
 http://www.cms.il.gov/1_selling/bepprgm.htm

Purchasing Division’s Minority Vendor Coordinator
University of Illinois at Urbana-Champaign
Tom Nation
217-333-3584
[email protected]
Suggestions for Vendors




Do your homework before you make your first business
contact. It is important that you are able to demonstrate
your knowledge and understanding of the University
environment.
Be able to address your firm’s value proposition and
what your company has to offer the University user.
Departments want to understand what your company
brings to the table and what makes you different from
your competition.
If you qualify, get certified by all appropriate Federal
and/or State agencies.
Scale your offerings to your capabilities.
Suggestions for Vendors



The University orders goods and services by issuing
purchase orders, contracts or by using a procurement
card. Request a purchase order number, contract
number or procurement card number before shipping
any goods or providing any services.
Include the university purchase order or contract number
on all shipping cartons, invoices, and correspondence.
University employees may occasionally request that
demonstration equipment be provided for the purposes
of testing to determine if it will meet the user’s needs.
Even if the equipment is found to be acceptable, normal
purchasing practices (including competitive bidding and
a formal purchase order or contract) will still be followed.
Suggestions for Vendors (cont.)


Information submitted by vendors in bid
proposals should be kept confidential until an
award is made. Please do not discuss your
proposal (or other proposals) outside the
university.
Do not contact the department after submitting a
bid. You risk compromising your bid and being
disqualified as a bidder.
Suggestions for Vendors (cont.)



Conduct your business openly. After award of purchase
order contract, all university business transactions are a
matter of public record.
Keep books and records relating to the performance of
the awarded contracts for three years. All books and
records must be available for review and audit by the
Auditor General and the University.
Do not offer or send gifts or gratuities. University code of
ethics forbids acceptance of any gifts or gratuities by any
university employee.
Break!