1. University of Illinois Purchasing Division Tom Delanty UIUC Director of Purchases

2. 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

3. How the University Buys Department’s Role UIUC Purchasing Department’s Role Vendor’s Role

4. 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.

5. 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

6. Purchasing Department’s Role (cont.) Post bids on the bulletin website http://www.procure.stateuniv.state.il.ushttp://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

7. 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

8. Chicago State University Eastern Illinois UniversityEastern Illinois University (Purchasing Office)(Purchasing Office) Governors State University Illinois State UniversityIllinois State University (Purchasing Office)(Purchasing Office) Northeastern Illinois University Northern Illinois University Southern Illinois University CarbondaleSouthern Illinois University Carbondale (Purchasing Office)(Purchasing Office) Southern Illinois University Edwardsville Southern Illinois University School of Medicine University of Illinois at ChicagoUniversity of Illinois at Chicago (Purchasing Office)(Purchasing Office) University of Illinois at SpringfieldUniversity of Illinois at Springfield (Purchasing Office)(Purchasing Office) University of Illinois at Urbana-ChampaignUniversity of Illinois at Urbana-Champaign (Purchasing Office)(Purchasing Office) Western Illinois University

9. 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 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

10. 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)

11. 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.

12. 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

13. 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

14. Purchasing Division’s Minority Vendor Coordinator University of Illinois at Urbana-Champaign Tom Nation 217-333-3584 tnation@uiuc.edu

15. 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.

16. 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.

17. 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.

18. 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.

19. Break!