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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 $20,000
Commodities & 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 goalsWell-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
PROGRAM
A 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 Goal
Female 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