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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
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UIC is the state’s primary educator of physicians, dentists, pharmacists, and
other health professionals.
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UIC’s College of Education is the primary supplier of new teachers for the
Chicago Public School system.
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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.
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The UIC Flames consist of more than 300 student athletes competing in 18
varsity sports.
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UIC consistently ranks among the top 50 out of more than 637 national
universities in federal research funding.
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UIC employs 11,637 full-time equivalent staff, including
faculty, administrative staff and support staff.
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Renowned public university that
focuses on teaching, research,
healthcare and public service
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Nearly 70,000 students enrolled on
three campuses
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Awarded 18,586 degrees for the
2007/2008 academic year
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2008-09 operating budget of $4.7
billion
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We have more than 800 buildings on
2,554 acres plus additional holdings
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Our annual research expenditures
exceed $257.8 million on the UIC
campus
Maintain three campuses in Urbana,
Chicago and Springfield.
Represent the needs of
the User Department
Ensure contracts adhere
to State Rules/
Regulations and
University Policies
Ensure the procurement
process is fair and
equitable
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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
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Procurement-card: Individual University
departments can spend up to $4,999 using
MasterCard
TM
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Purchase Orders/Contracts:
Regular Orders - one-time purchase of goods and
services
Standing Orders
 issued to cover a specific period (i.e. fiscal year)
 for a specific item or need
 Departments issue releases as goods/services are
needed directly to supplier
Category
FY09 Maximum Limit
Professional Services
$20,000
Commodities &
General Services
$50,000
Construction
$70,000
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
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Contract value can never exceed $19,999 for the
life of the contract
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Department will solicit vendors for services
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Vendors submit the following to the department:
Well-defined proposals of what services they will
perform including any milestones goals
Well-defined compensation schedule i.e. hourly
rates
Insurance certificate
Vendors are encouraged to use the University
standard contract to expedite the contract award
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Invitation for Bid(IFB)
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Request for Information (RFI)
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Request for Proposals (RFP)
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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.
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Does not include discussions or negotiations.
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Minimum public advertisement of 15 days.
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A document which asks suppliers to provide
information regarding their ability to provide a good or
service.
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Usually done when an exceptional amount of data is
required to develop a complex specification.
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Price is usually not included.
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Does not obligate the University or supplier to one
another.
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Real Estate consultants or space is procured through an
RFI. A lease agreement may result from an RFI.
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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.
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Low bid is not the sole determinant. Based on
‘best value’.
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Principle outcome is a report, recommendation or a
service.
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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.
Action
Benefits
You 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.
NEW!
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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.
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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 PC1) 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.
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.
 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%
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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.
UIC – Academic
and Facilities
UIC - Healthcare
UIUC
UIS
Lourdes Coss, CPPO
Director
(312)996-4248
Lourdes Coss, CPPO
Director
(312)996-4248
Phil Abruzzi
Acting Director of
Purchases
(217)333-3582
Michael Bloechle
Director
(217)206-6653
Brandie Knazze, CPPO
Assist. Director
(312)996-2808
Kevin Fair
Assist. Director
(312)996-1925
Cathy Reisner
Associate Director of
Purchases
(217)333-0019
Jill Menezes
Purchasing Officer
217-206-6651
Nancy Dorsh, CPPB
Sr. Contract Coordinator
(312)996-2054
Ruth Rios
Sr. Contract Coordinator
(312)996-7074
Rachel Poratta, CPPB
Sr. Contract Coordinator
(312)996-3409
Arlene Shorter, CPPB
Sr. Contract Coordinator
(312)413-4068
Janice R. Thomas
MAFBE Coordinator
(312)996-2892
Janice R. Thomas
MAFBE Coordinator
(312)996-2892
Questions