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Purchasing
Purchasing
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For the purchase of equipment, commodities, and general services (excluding Professional and Artistic Services and Construction) between $54,600 and $100,000.00.

Please review Categories list for specific notes and information that apply to some purchases.

Responsible Party

Action

Department

Prepares and submits information on a Purchase Requisition with Recommended Supplier. If Sole Source Justification is requested, submits Sole Source Justification form.

Department should know that purchases over $54,600 (excluding Professional and Artistic Services and Construction) require formal bidding or sole source justification.

Department should provide sufficient specifications to permit development of a Request for Quotation or Request for Proposal.

Department submits a listing of Suppliers that should receive a copy of the Request for Quotation/Request for Proposal. Buyer, at their discretion, may solicit additional Suppliers.

All requests for $54,600 must be advertised for a minimum of 15 days on the Illinois Higher Education Procurement Bulletin. Department must plan purchases in consideration of the additional time that will be needed to process these transactions due to the advertising requirement.

Specifications submitted should not be proprietary or otherwise unduly restrictive. Specifications cannot be photocopied or otherwise identical reproductions or drafts prepared by a potential bidder. Failure to provide adequate specifications with a Purchase Requisition will cause additional delay in processing the transaction.

Intent to purchase on a sole source basis must be advertised on the Illinois Higher Education Procurement Bulletin at least 15 days prior to issuance of the award.

Department must submit a Sole Source Justification form that is detailed and sufficient enough to withstand a challenge by others. A difference in price between potential Suppliers, in and of itself, is not justification for a sole source purchase.

Department should consider that if a challenge to a requested sole source procurement is found to be warranted, the purchase transaction may be withdrawn as a sole source and will be handled under a Request for Quotation/Request for Proposal solicitation process resulting in further delay in completing the transaction.

Posting an intent to make a purchase, as a sole source on the Procurement Bulletin will provide increased exposure, which could result in a challenge of this method of selection by other Suppliers.

The Director of Purchasing must approve all requests for sole source justification.

Note: Emergency Purchases on Purchase Requisitions more than the Small Purchase Maximum as required by the Illinois Procurement Code are permitted in case of: threat to public health or safety, to protect against loss of or damage to State property; to prevent or minimize disruption in State services; or to ensure integrity of State records.

Requisition Control

Receives Purchase Requisition and determines item number, appropriate Buyer, location and assures that Purchase Requisition has proper signatures. Also, verifies Fiscal Officer or designee signature.

Note: Grant accounts must have Research and Project General Office Fiscal Manager.

Supplier File Manager

Verifies legal name and address of Supplier using AIS and SAMS databases. Checks for W-9.

Buyer

Converts Purchase Requisition and specifications into a Request for Quotation and advertises on the Illinois Higher Education Procurement Bulletin.

Solicits bids from various Suppliers to be opened on a determined bid date.

Opens bids and makes award recommendation to end-user. Department must provide sufficient back-up justification and documentation when the lowest bidder by price is not being selected, since this award information and justification must be advertised on the Illinois Higher Education Procurement Bulletin.

or

Buyer will confer with Director on sole source justification. If Director approves this source selection, Buyer will post on Illinois Higher Education Procurement Bulletin and verify pricing via email, fax, phone or mail and secures any required paperwork, such as Financial Disclosure, Certificate of Insurance, etc.

*Central Receiving

Receives and delivers tangible items to appropriate Department. Enters Receipt into AIS system.

*Applies to orders shipped to Central Receiving.

Department

If order is a pick-up or delivered directly to the Department, Requestor must enter a Departmental Receipt in the AIS system.

For help in determining if a Departmental Receipt or Release is required view this chart or call the appropriate Buyer.

Accounts Payable

Upon receipt of an Invoice and Departmental Receipt, will issue payment to Supplier on Standard Orders.