PURCHASING

A WORD ON POLICY Purchasing policy promotes the proper stewardship and general guidelines for the appropriate and legal uses of LUC funds. Adherence and transition to Uniform Guidance. supersedes and streamlines requirements from OMB Circulars into Title 2 of the Code of Federal Regulation. Adherence to accountable plan requirements. It is also important to note that the policies adopted by the university are meant to be the criteria which departments must minimally abide. Departments may elect to establish internal policy and procedure that is more restrictive that those established at an organizational level. At no time can internal policy be less restrictive. IRS Publications: 1779 – Independent Contractors 970 – Tax Benefits of Education 535 – Business Expenses 525 – Taxable and Non-Taxable Income 1281 – Backup Withholding 1586 – Missing or Incorrect T.I.N.s OMB Circulars: A110 – Grant Administration A21 – Cost Principles for Educational Institutions A133 – Single Audit F.A.R – Federal Acquisition Regulation: 19.000 - Small Business Utilization To deliver on the promise of a 21st-Century government that is more efficient, effective and transparent, the Office of Management and Budget (OMB) is streamlining the Federal government's guidance on Administrative Requirements, Cost Principles, and Audit Requirements for Federal awards. These modifications are a key component of a larger Federal effort to more effectively focus Federal resources on improving performance and outcomes while ensuring the financial integrity of taxpayer dollars in partnership with non-Federal stakeholders. This guidance provides a government-wide framework for grants management which will be complemented by additional efforts to strengthen program outcomes through innovative and effective use of grant-making models, performance metrics, and evaluation. This reform of OMB guidance will reduce administrative burden for non-Federal entities receiving Federal awards while reducing the risk of waste, fraud and abuse. This final guidance supersedes and streamlines requirements from OMB Circulars A-21, A-87, A-110, and A-122 (which have been placed in OMB guidances); Circulars A-89, A-102, and A-133; and the guidance in Circular A-50 on Single Audit Act follow-up. The final guidance consolidates the guidance previously contained in the aforementioned citations into a streamlined format that aims to improve both the clarity and accessibility. This final guidance is located in Title 2 of the Code of Federal Regulations.

PROCUREMENT MECHANISMS PURCHASE REQUSITION The Purchase Requisition: Assume that all departmental purchasing should be accomplished using the university purchasing function. Pre-qualified suppliers, pricing arrangements and co-operative participation. Additional scrutiny is paid to non-pre-qualified suppliers. Purchase requisitions and purchase orders provide for better control, tracking, and approval of university expenditures. Examples of use: Furnishings and Interior Design Computers (PC and Laptops), Tablets, Peripherals, Software and Licensing Contracted or Professional Services in excess of $5,000 (subject to workers classification evaluation) Equipment and Appliances Printing Services Gift Cards Research Supplies (medical, chemical and academic) Copy Machines, Facsimile and Telecommunication Equipment Automobile purchase or lease Animals This includes Services: be sure to mention the AP/Purchasing Workflow review.

PROCUREMENT MECHANISMS CHECK REQUISITION The Check/Payment Requisition: Allowed in exception instances. Examples of use: Construction, Permits and Related Fees Conference or Seminar Registration Fees Instructional Materials Membership Dues or Fees Periodicals and Subscriptions U.S Postal Service Payments (meter replenishment, permits, and other postal related charges) Insurance Premiums Federal and State Taxes (excluding state sales tax) Utilities Contracted or Professional Services less than $5,000 (subject to workers classification evaluation) Royalty Fees Transportation Expenses (shuttle services, etc.) Awards, Honorariums, and Stipends

PROCUREMENT MECHANISMS PROCUREMENT CARD The Procurement Card: Used to by a cardholders to expedite the payment of certain goods and services of a small dollar amounts. Extra scrutiny (i.e., documentation requirements). Examples of use: Transportation Expenses (shuttle services, etc.) Travel Airfare Lodging Meals Transportation Parking Business Related Meals . Conference or Seminar Registration Fees. Membership Dues or Fees. Periodicals and Subscriptions.

SUSTAINABILITIY CONSIDERATIONS Conserve natural resources . Minimize pollution . Reduce water and energy use . Avoid environmental health hazards on our campus and within our community . Divert material from landfills. Improve the availability and use of environmentally preferable product. Encourage Suppliers to reduce their environmental impact and to send that message up their supply chain . Support locally produced goods and services . Educate and inform ourselves, campus requestors and end users, and suppliers of the best environmentally responsible purchasing choices.

BEFORE WE BUY Is the product available used? Consider purchasing used or remanufactured products such as furniture whenever practical and cost effective without compromising safety, quality or performance. Must consider total cost of ownership!! Does another department have a surplus of the product they are willing to share? Does another department have the product but is not using it? Can the existing product be economically and sustainably refurbished? Have you reviewed the Redistribution of Assets Program to see if previously used furniture is available at no cost?

COST OF OWNERSHIP While many items look like they are a good price at point of purchase, take in to account a product’s total life cycle cost. Consider: acquisition, extended warranties, operation, supplies, maintenance, support, disposal costs or trade-in value, and expected lifetime compared to other alternatives. Amazon prohibits sellers from listing ink and toner cartridges in "Refurbished" or "Used" condition. Original Ink or Toner Cartridge in Retail Packaging An original ink or toner cartridge manufactured by the same company that manufactured the printer in which the cartridge is used (such as, Hewlett-Packard, Canon, Epson, Lexmark, Brother, etc.), and which is in its original retail packaging. Original Ink or Toner Cartridge in Foil Packaging An original ink or toner cartridge manufactured by the same company that manufactured the printer in which the cartridge is used, and which has been removed from its original retail packaging and sold in its original foil wrapping. Refilled Ink or Toner Cartridge A cartridge that has been used and refilled with ink or toner. All of the cartridge 's current components were manufactured by the same company that manufactured the printer in which the cartridge is intended to be used. The refilling process did not involve any disassembly, cleaning, or replacement of parts. The refilled ink is not from the original manufacturer of the printer. Remanufactured and Refilled Ink or Toner Cartridge A cartridge that has been used, remanufactured, and refilled with ink or toner. To varying degrees, the cartridge may have been taken apart, cleaned, and had parts replaced. Compatible Ink or Toner Cartridge An ink or toner cartridge designed to work with a particular printer, but was not manufactured by the company that manufactured the printer in which the cartridge is intended to be used. These cartridges are produced using mostly new or all new parts and components

WHEN TO BUY If a purchase is necessary, look for a product with some or all of the following characteristics. They may be relevant to your acquisition whenever practical and without compromising safety, quality, or your budget. Consider if product: is durable and expected to last . is made in whole or in part from recycled material(s) or from a renewable resource . failure parts can be replaced, recycled or returned to the manufacturer for reuse or remanufacture . is energy and water efficient. is shipped securely with a minimum of packaging; all packaging is made from recycled materials and is itself 100% recyclable; or, Supplier takes back packaging for reuse.

WAREHOUSE DIRECT

FINANCE DIVISION SNAPSHOT June – November 2013 Total of 296 items were purchased 137 or 46% were sustainable in nature Pens: 59% Total recycled content Binders: 40% post-consumer recycled content Desk Pad Calendar: 100% post-consumer recycled paper Bic Pencils: 76% total recycled content Toner Cartridges: 100% recyclable product Paper: FSC Certified - Forestry Stewardship Council - source of wood fiber comes from well managed forests Folders: 30% post-consumer recycled content, 60% total recycled content

PREQUALIFIED SUPPLIER PROGRAM What is a Prequalified Supplier? A Supplier that has completed a formalized selection process operated by the Purchasing Department, and has been chosen by the University as a supplier who can provide products, materials and/or services that are in the best interests of the University as related to quality of products, materials and/or services; length of contract; advantageous pricing; payment methodologies; delivery practices/performance; supplier operational support and services; ethical business practices; and social and community support. Examples: VWR Fisher Scientific Evolution Interiors Warehouse Direct Hallett Moving and Storage Mr. David’s Flooring BioRad Labs Do we want to add something or at the least mention other pricing arrangements and co-op participation?

PREQUALIFIED SUPPLIERS con’t. Considerations: Quality of Service Pre-established minimum order quantities and amounts. Delivery requirements. Warranty. Value-added Services. Economic Considerations Pre-established pricing structure. Price increase limitations. Allow for competition. Mode of Operation Signed agreement/contract. Standardization of Terms and Conditions. Customization of transaction interface (e-Commerce portal). Statistical ad-hoc account reconciliation.

BUYERS MATRIX Why do we need a Matrix and Checklist? Key Factors: Growth in sponsored research. Decentralization of purchasing decisions. Grant & Contract requirements. Government Approved Contractor Purchasing System. Purchasing Processes, Documentation and Purchasing Checklist Audits. http://www.luc.edu/purchasing/ Key Factors: Funding source: Determines grant or university funding. Dollar amount: Determines actions & documents necessary. Source Selection: Rationale required at specific dollar levels. Competition/Price: Reasonableness: Required at specific dollar levels. Type of Supplier: Pre-Qualified or Non Pre-Qualified Supplier portion of Matrix.

CHECKLIST & BID SUMMARY Why do we need such a form? Remain compliant with government procurement requirements (OMB Circular A-110 and new Uniform Guidance). Maintain consistency of operation within the purchasing and contracting system (independent of where the funding is coming from). To assure all University policies and procedures are adhered to. Definition: Two or more priced bids/offers from competent suppliers competing independently that are within a reasonably competitive range, usually 3 - 10%. > $30K – three or more offers preferred; offers must be in writing. This includes Services!!!

PURCHASING - LAKESIDE LOCATIONS and CONTACTS 820 North Michigan Avenue, Lewis Tower Suite 700

PURCHASING – HEALTH SCIENCES LOCATIONS and CONTACTS 2160 South First Avenue, SSOM Building 120, 4th Floor

PRINTING SERVICES LOYOLA COPY CENTER

SERVICES Full service printing including graphic design, binding, collating, custom tabs and laminating. Typesetting black and white, full and spot color copying. Networked black and white printing and copying. Pick up and delivery of copy jobs.

SERVICES (CON’T) Copyright Clearance and Course Pack production – Forms Link: http://www.luc.edu/purchasing/printing.shtml Scanning/File Conversion. Production Mail Projects. Stationary. Business Cards. Various Printing Projects.

PRINTING REQUEST FORMS Basic Printing Request Form. Business Card Order Form. Envelope Order Form. Letterhead/Memo Pad Order Form. Forms are fillable PDF’s. The above forms can be found using the link below: http://www.luc.edu/purchasing/printing.shtml

COPY CENTER LOCATION and CONTACT Centennial Forum, Main Level; 1125 W. Loyola, Chicago, Illinois 60626 Hours of Operation: 8:00 am – 5:00 pm (M-F) Robert Amicks – Site Manager - 773-508-2042 – ramicks@luc.edu Al Brown – Copy Center Staff - 773-508-2041 Guy Johnson – Copy Center Staff - 773-508-7741 Copy Center Email: printingservices@luc.edu

MAIL SERVICES

CONVENIENCE SERVICES Inbound/Outbound USPS Mail. Inter-Office Mail Sorting and Distribution. All Outbound Overnight and Ground Courier Services. All Inbound Messenger Service. Intra-Campus Courier Service.

DEPARTMENTAL MAILINGS REQUEST FOR POSTAGE University Mailings – Provide Department Accounting Unit for Chargeback Purposes. Scheduled Daily Mail Sweeps – Delivery of incoming mail, pick-up of outgoing mail.

GENERAL POSTAL COURIER INFORMATION Incoming USPS Mail – Picked up daily from the Post Office – sorted and delivered daily by the mail staff. Outgoing USPS Mail – Picked up daily by the mail staff – processed for delivery, same day, to the USPS. Certified Mail/Express Mail/ Priority Mail – used when proof of delivery is required – recorded and processed the same day. Express Courier ( UPS) – picked up in the Department up until 2:30 pm – can be dropped off to the Mailroom up until 3:30 pm – desktop pick up by UPS – 847-480-6745.

UPS DROP BOX LOCATIONS Lakeshore: Cudahy Library – Entrance Lobby Damen Hall – East Lobby Mertz Hall – Inside Lobby, North Side Granada Center – First Floor Lobby Water Tower: School of Law – Lower Level Lewis Tower – Lobby, Pearson Entrance Health Sciences Division: Cancer Center - First Floor near the employee elevator Maguire - Out in front of the building

MAILROOM LOCATIONS and CONTACTS LSC - 6317 N. Broadway (Facilities Bldg.) WTC - 26 East Pearson, LL (Baumhart Hall) HSD – 2160 S. First Ave, Dock 8 (SSOM) Lakeside: Kim Saffold – Site Manager – 8-7728 - ksaffol@luc.edu Mary Torres – Asst. Site Manager – 5-6128 –mtorres3@luc.edu HSD: Lavell Gross – 708-216-3814 – lgross2@luc.edu Alfonso Reid – 708-216-5518 – areid3@luc.edu

INTERIOR DESIGN SERVICES

INTERIOR DESIGN SERVICES Estimated 60 buildings affected. Includes all private office as well as common areas. Impacts students, faculty and staff. University Standard for Interior Furnishings: Ensure high quality carpet, furniture, finishes, window treatment, paint, artwork. Promote high quality materials that make sense with building plans. Superior Discounts and Best Service: Determine need, create proposal, and reach an agreement. Process order and work with preselected Preferred Vendors to expedite delivery.

INTERIOR DESIGN SERVICES Space Planning and Ergonomic Solutions: Reconfigure areas to accommodate growth and change. Suggest ergonomic tools and workstation modifications to ease strain. Redistribution of Assets Program: Save university revenue and lessen environmental impact. Remove unwanted items while providing reusable assets to another department. Good Interior Design creates an environment in which we can all succeed!