How to Sell to the University Daniel Szajna, Associate Director Procurement Services OFFICE OF BUSINESS AND FINANCIAL SERVICES – OBFS PROCUREMENT SERVICES 9/21/2018

Before We Begin Small Purchase Competitive Solicitation ≤ $80,000 Typically – Invitation for Bid (Bid) On Occasion – Request for Proposal (RFP) or Sole Source OFFICE OF BUSINESS AND FINANCIAL SERVICES – OBFS PROCUREMENT SERVICES 9/21/2018

Part I – State Requirements 1 Part I – State Requirements Mandates established by the Illinois Procurement Code Legal business entity State board of elections registration Public contracts number OFFICE OF BUSINESS AND FINANCIAL SERVICES – OBFS PROCUREMENT SERVICES 9/21/2018

2A Legal Business Entity Required for all vendors Options and fees vary Illinois Secretary of State County Clerk Must be in “good standing” OFFICE OF BUSINESS AND FINANCIAL SERVICES – OBFS PROCUREMENT SERVICES 9/21/2018

2B Legal Business Entity OFFICE OF BUSINESS AND FINANCIAL SERVICES – OBFS PROCUREMENT SERVICES 9/21/2018

State Board of Elections Registration Required for any vendor that submits bids/proposals or has contracts in excess of $50,000 within a calendar year Free online registration Must maintain registration with accurate information Print certificate and submit with bids/proposals OFFICE OF BUSINESS AND FINANCIAL SERVICES – OBFS PROCUREMENT SERVICES 9/21/2018

State Board of Elections Registration OFFICE OF BUSINESS AND FINANCIAL SERVICES – OBFS PROCUREMENT SERVICES 9/21/2018

Public Contracts Number Required at time of bid/proposal for competitive solicitations Required if vendor had ≥ 15 employees at any time over the last 365 days Issued by the Illinois Department of Human Rights ($75 fee) Requires renewal every 5 years OFFICE OF BUSINESS AND FINANCIAL SERVICES – OBFS PROCUREMENT SERVICES 9/21/2018

Public Contracts Number OFFICE OF BUSINESS AND FINANCIAL SERVICES – OBFS PROCUREMENT SERVICES 9/21/2018

Part II – University Recommendations Illinois Procurement Bulletin – Public Institutions of Higher Education Subcontract Opportunities Small Purchases Important Reminders OFFICE OF BUSINESS AND FINANCIAL SERVICES – OBFS PROCUREMENT SERVICES 9/21/2018

Illinois Procurement Bulletin - Public Institutions of Higher Education All public institutions of higher education publish competitive solicitations to the “Bulletin” Must be registered in the Bulletin to download documents Can review historical awards to review expiring contracts OFFICE OF BUSINESS AND FINANCIAL SERVICES – OBFS PROCUREMENT SERVICES 9/21/2018

5A Illinois Procurement Bulletin - Public Institutions of Higher Education OFFICE OF BUSINESS AND FINANCIAL SERVICES – OBFS PROCUREMENT SERVICES 9/21/2018

Subcontract Opportunities Review previous awards on the Bulletin to determine prime contractors OFFICE OF BUSINESS AND FINANCIAL SERVICES – OBFS PROCUREMENT SERVICES 9/21/2018

Subcontract Opportunities OFFICE OF BUSINESS AND FINANCIAL SERVICES – OBFS PROCUREMENT SERVICES 9/21/2018

Subcontract Opportunities 6 Subcontract Opportunities Business Enterprise Program (BEP) For women, minority, persons with disabilities or veteran owned companies BEP participation goal established for most competitive solicitations Veterans Business Program (VBP) Small Business Set-Aside Program (SBSP) State Program Limited University use OFFICE OF BUSINESS AND FINANCIAL SERVICES – OBFS PROCUREMENT SERVICES 9/21/2018

Small Purchases ≤ $80,000 Department must obtain 3 quotes Department submits requisition to Purchasing OFFICE OF BUSINESS AND FINANCIAL SERVICES – OBFS PROCUREMENT SERVICES 9/21/2018

Important Reminders Do NOT provide services until you have been issued a purchase order or contract OFFICE OF BUSINESS AND FINANCIAL SERVICES – OBFS PROCUREMENT SERVICES 9/21/2018

7 Important Reminders Send invoice to “Bill to” or “Billing Address” on face of purchase order Make sure invoices include: Vendor name Remittance address Correct date of Invoice Unique invoice number Itemized product details Invoice amount OFFICE OF BUSINESS AND FINANCIAL SERVICES – OBFS PROCUREMENT SERVICES 9/21/2018

Questions OFFICE OF BUSINESS AND FINANCIAL SERVICES – OBFS PROCUREMENT SERVICES 9/21/2018