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

2. 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

3. Part I – State Requirements1
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

4. 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

5. 2B Legal Business Entity
OFFICE OF BUSINESS AND FINANCIAL SERVICES – OBFS PROCUREMENT SERVICES
9/21/2018

6. 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

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

8. 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

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

10. 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

11. 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

12. 5A
Illinois Procurement Bulletin - Public Institutions of Higher Education
OFFICE OF BUSINESS AND FINANCIAL SERVICES – OBFS PROCUREMENT SERVICES
9/21/2018

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

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

15. Subcontract Opportunities6
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

16. 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

17. 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

18. 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

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