DOING BUSINESS WITH THE UNIVERSITY OF ILLINOIS

Who We Are Role of the Purchasing Department What We Buy Small Purchase Bid Limits Types of Competitive Procurements Illinois Higher Education Procurement

Bulletin MAFBE Things to Remember

AGENDA

UIC is the state’s primary educator of physicians, dentists, pharmacists, and other health professionals.

UIC’s College of Education is the primary supplier of new teachers for the Chicago Public School system.

UIC’s South Campus development has transformed the campus environment with new buildings such as the UIC Forum and the James Stukel Towers residence hall.

The UIC Flames consist of more than 300 student athletes competing in 18 varsity sports.

UIC consistently ranks among the top 50 out of more than 637 national universities in federal research funding.

UIC employs 11,637 full-time equivalent staff, including faculty, administrative staff and support staff.

Who We Are - UIC

Renowned public university that focuses on teaching, research, healthcare and public service

Nearly 70,000 students enrolled on three campuses

Awarded 18,586 degrees for the 2007/2008 academic year

2008-09 operating budget of $4.7 billion

We have more than 800 buildings on 2,554 acres plus additional holdings

Our annual research expenditures exceed $257.8 million on the UIC campus

Maintain three campuses in Urbana, Chicago and Springfield.

Who We Are – U of I

Ensure contracts adhere to State Rules/ Regulations and University Policies

Role of the Purchasing Department

Represent the needs of the User Department

Ensure the procurement process is

fair and equitable

Professional & Artistic Services: artistic, entertainment, training, architectural, marketing, & consulting

Commodities & General Services: books, supplies, chemicals, furniture, lab equipment, uniforms, food service, & maintenance services

Construction and Construction Related Services:contracting & carpentry, plumbing, planning & HVAC

What We Buy

Procurement-card: Individual University departments can spend up to $4,999 using MasterCardTM

Purchase Orders/Contracts: Regular Orders - one-time purchase of goods and

servicesStanding Orders

issued to cover a specific period (i.e. fiscal year) for a specific item or needDepartments issue releases as goods/services are

needed directly to supplier

How We Buy

Category FY09 Maximum Limit

Professional Services $20,000Commodities & General Services

$50,000

Construction $70,000

Small Purchase Bid Limits

On July 1st of each year, the small purchase maximum (sealed bid limit) is adjusted to reflect the Consumer Price Index per the Illinois Procurement Code

Contract value can never exceed $19,999 for the life of the contract

Department will solicit vendors for services Vendors submit the following to the department:

Well-defined proposals of what services they will perform including any milestones goals

Well-defined compensation schedule i.e. hourly ratesInsurance certificate

Vendors are encouraged to use the University standard contract to expedite the contract award

Professional Services between $5k and $20k

Invitation for Bid(IFB)

Request for Information (RFI)

Request for Proposals (RFP)

Types of Competitive Procurements

Explicit detailed specifications Fairness and efficiency are maintained by

awarding contracts to the lowest responsive and responsible bidder.

Based solely on the response to the criteria set forth in the bid documents.

Does not include discussions or negotiations. Minimum public advertisement of 15 days.

Competitive Bids

A document which asks suppliers to provide information regarding their ability to provide a good or service.

Usually done when an exceptional amount of data is required to develop a complex specification.

Price is usually not included.

Does not obligate the University or supplier to one another.

Real Estate consultants or space is procured through an RFI. A lease agreement may result from an RFI.

Request for Information

Competitive procurement that allows the University to consider factors other than price (supplier qualifications, experience, project approach, innovation and creativity).

Invites suppliers to submit information on their qualifications and how they can best provide the services needed.

Low bid is not the sole determinant. Based on ‘best value’.

Principle outcome is a report, recommendation or a service.

Request for Proposals

An evaluation committee lead by the Purchasing Department reviews responses for technical merit and compliance with the scope of work.

Pricing proposals are reviewed separately. University and proposer may enter into

contract negotiations. Award is made to best proposal received.

RFP Evaluation

Action BenefitsYou Register with the Bulletin http://www.procure.stateuniv.state.il.us

Lists bid opportunities for all state universities, including U of I.

Lists awards issued by state universities.

Allows vendors to download bid documents.

Allows buyers to send follow-up notices/amendments regarding requests you have downloaded.

Perk! Provides e-mail notifications of new solicitations matching your chosen criteria as they become available.

Illinois Higher Education Procurement Bulletin

If you do $50,000 worth of business annually with the State of Illinois, including the state universities, you are required to register with the State Board of Elections and obtain from them a certificate confirming your registration.

Responses to Invitations to Bid, Requests for Proposals, Requests for Information, and all other types of procurement solicitations are included in the calculation of this $50,000 annual amount, whether you receive a resulting award or not.

Refer to Public Act 095-0971, which is available at www.ilga.gov/legislation/publicacts/fulltext.asp?Name=095-0971&GA=095 and the State Board of Elections website (www.elections.il.gov) for more specific information. Additional information, including answers to frequently asked questions, is available from the Department of Central Management Services at the Sell2Illinois website.

If you are required to register, you must do two things.◦ Submit a copy of your Certificate of Registration (obtained from the State Board of

Elections) to the Chief Procurement Officer for Higher Education. Copies are to be submitted by FAX to (217) 239-6788.

◦ Include a copy of your Certificate of Registration with each bid or proposal you submit to the University of Illinois.

Board of Elections CertificateNEW!

Vendors must have a current Illinois Department of Human Rights (IDHR) Bidder Eligibility Number to be eligible for award of public contracts.

If you do not currently have a number or your number is 89999-00-0 or lower, you must register or re-register in order to remain eligible.

To register or re-register, you must file an Employer Report Form (IDHR PC-1) with IDHR. You can get a form in any of these ways:◦ Download the vendor form at the website

http://www.state.il.us/cms/purchase/download/default.htm◦ Telephone the IDHR Public Contracts Unit at 312-814-2431 between Monday and

Friday, 8:30 am - 5:00 pm, Central Time. (TDD: 312-263-1579)◦ Write to the Illinois Department of Human Rights, Public Contracts Unit, 100 W.

Randolph St, Suite 10-100, Chicago, IL 60601.

Illinois Department of Human Rights (IDHR) Bidder Requirements

MAFBE

PROGRAMA University of Illinois inclusion program created to promote business opportunities for firms owned by minorities, females, and persons with disabilities

Encourage campus departments to work with qualified businesses owned by minorities, females and persons with disabilities.

Provide business opportunities for community-based MAFBE businesses.

Criteria for a MAFBE Business

51% ownership by a minority, female or person with a disability

Has management and daily operation controlled by one or more of

the MAFBE-eligible owners

Has gross sales of less than $31.4 million

Certified by the CMS, WBDC, CMBDC, IDOT

Category GoalFemale Caucasian Businesses

9%

Female Minority Businesses 3%Male Minority Businesses 5%Person with Disability Businesses

2%

State of Illinois MAFBE Goals

Public universities are exempt from state sales tax. Make sure you read all bid and RFP documents. Submit questions regarding bids and RFPs to the

contract coordinator in writing before the due date. Make sure your bid/proposal is signed by your

company’s president or authorized signatory. Register for My Bulletin. Keep your My Bulletin information current. Submit your BOE Certificate at the time of bid. Only accept contracts signed by U of I Comptroller,

Walter K. Knorr, and Secretary of the Board, Michelle M. Thompson

Do not begin work until you have received a signed contract or received a Purchase Order number.

Things to Remember

UIC – Academic and Facilities

UIC - Healthcare

UIUC UIS

Lourdes Coss, CPPODirector(312)996-4248

Lourdes Coss, CPPODirector(312)996-4248

Phil AbruzziActing Director of Purchases(217)333-3582

Michael BloechleDirector(217)206-6653

Brandie Knazze, CPPOAssist. Director(312)996-2808

Kevin Fair Assist. Director(312)996-1925

Cathy ReisnerAssociate Director of Purchases(217)333-0019

Jill MenezesPurchasing Officer217-206-6651

Nancy Dorsh, CPPBSr. Contract Coordinator(312)996-2054

Ruth RiosSr. Contract Coordinator(312)996-7074

Rachel Poratta, CPPBSr. Contract Coordinator(312)996-3409

Arlene Shorter, CPPB Sr. Contract Coordinator(312)413-4068

Janice R. ThomasMAFBE Coordinator(312)996-2892

Janice R. ThomasMAFBE Coordinator(312)996-2892

Campus Contacts

Questions