University of Illinois Purchasing Division

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University of IllinoisPurchasing Division

• Tom Delanty
• UIUC Director of Purchases

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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

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How the University Buys

• Departments Role
• UIUC Purchasing Departments Role
• Vendors Role

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University Departments 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.

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Purchasing Departments 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

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Purchasing Departments 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

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Purchasing Departments 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

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Vendors Role

• Must have IL Dept of Human Rights (IDHR) Bidder
  Eligibility Number (if employee count is gt14
  employees)
• To Register
• Download form from http//www.state.il.us/dhr/form
  s/pcl_forms.doc
• Call 312-814-2432 M-F 830-500
• Write IL Dept of Human Rights
• Public Contract Unit
• 100 W Randolph St, Ste 10-100
• Chicago IL 60601

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Vendors 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)

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Vendors 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.

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Vendors 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 Womens Business Development Center
• The Chicago Minority Business Development Council

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Vendors 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

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Purchasing Divisions Minority Vendor
Coordinator University of Illinois at
Urbana-Champaign Tom Nation 217-333-3584 tnation_at_u
iuc.edu
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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 firms 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.

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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 users 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.

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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.

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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.

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Break!