PURCHASING
A WORD ON POLICY
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Purchasing policy promotes the proper stewardship and general guidelines
for the appropriate and legal uses of LUC funds.
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Adherence and transition to Uniform Guidance.
• supersedes and streamlines requirements from OMB Circulars into
Title 2 of the Code of Federal Regulation.
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Adherence to accountable plan requirements.
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It is also important to note that the policies adopted by the university are
meant to be the criteria which departments must minimally abide.
Departments may elect to establish internal policy and procedure that is
more restrictive that those established at an organizational level. At no time
can internal policy be less restrictive.
PROCUREMENT MECHANISMS
PURCHASE REQUSITION
The Purchase Requisition:
• Assume that all departmental purchasing should be accomplished using
the university purchasing function.
• Pre-qualified suppliers, pricing arrangements and co-operative
participation.
• Additional scrutiny is paid to non-pre-qualified suppliers.
• Purchase requisitions and purchase orders provide for better control,
tracking, and approval of university expenditures.
• Examples of use:
• Furnishings and Interior Design
• Computers (PC and Laptops), Tablets, Peripherals, Software and Licensing
• Contracted or Professional Services in excess of $5,000 (subject to workers
classification evaluation)
• Equipment and Appliances
• Printing Services
• Gift Cards
• Research Supplies (medical, chemical and academic)
• Copy Machines, Facsimile and Telecommunication Equipment
• Automobile purchase or lease
• Animals
PROCUREMENT MECHANISMS
CHECK REQUISITION
The Check/Payment Requisition:
• Allowed in exception instances.
• Examples of use:
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Construction, Permits and Related Fees
Conference or Seminar Registration Fees
Instructional Materials
Membership Dues or Fees
Periodicals and Subscriptions
U.S Postal Service Payments (meter replenishment, permits, and other postal
related charges)
Insurance Premiums
Federal and State Taxes (excluding state sales tax)
Utilities
Contracted or Professional Services less than $5,000 (subject to workers
classification evaluation)
Royalty Fees
Transportation Expenses (shuttle services, etc.)
Awards, Honorariums, and Stipends
PROCUREMENT MECHANISMS
PROCUREMENT CARD
The Procurement Card:
• Used to by a cardholders to expedite the payment of certain goods and
services of a small dollar amounts.
• Extra scrutiny (i.e., documentation requirements).
• Examples of use:
• Transportation Expenses (shuttle services, etc.)
• Travel
• Airfare
• Lodging
• Meals
• Transportation
• Parking
• Business Related Meals .
• Conference or Seminar Registration Fees.
• Membership Dues or Fees.
• Periodicals and Subscriptions.
SUSTAINABILITIY CONSIDERATIONS
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Conserve natural resources .
Minimize pollution .
Reduce water and energy use .
Avoid environmental health hazards on our campus and within our
community .
Divert material from landfills.
Improve the availability and use of environmentally preferable product.
Encourage Suppliers to reduce their environmental impact and to send
that message up their supply chain .
Support locally produced goods and services .
Educate and inform ourselves, campus requestors and end users, and
suppliers of the best environmentally responsible purchasing choices.
BEFORE WE BUY
• Is the product available used? Consider purchasing used or
remanufactured products such as furniture whenever practical
and cost effective without compromising safety, quality or
performance.
• Must consider total cost of ownership!!
• Does another department have a surplus of the product they
are willing to share?
• Does another department have the product but is not using it?
• Can the existing product be economically and sustainably
refurbished?
• Have you reviewed the Redistribution of Assets Program to
see if previously used furniture is available at no cost?
COST OF OWNERSHIP
While many items look like they are a good price at point of
purchase, take in to account a product’s total life cycle cost.
Consider:
• acquisition,
• extended warranties,
• operation,
• supplies,
• maintenance,
• support,
• disposal costs or trade-in value,
• and expected lifetime compared to other alternatives.
WHEN TO BUY
If a purchase is necessary, look for a product with some or all of the following
characteristics. They may be relevant to your acquisition whenever practical
and without compromising safety, quality, or your budget. Consider if
product:
• is durable and expected to last .
• is made in whole or in part from recycled material(s) or from a
renewable resource .
• failure parts can be replaced, recycled or returned to the manufacturer
for reuse or remanufacture .
• is energy and water efficient.
• is shipped securely with a minimum of packaging; all packaging is
made from recycled materials and is itself 100% recyclable; or,
Supplier takes back packaging for reuse.
PREQUALIFIED SUPPLIER PROGRAM
What is a Prequalified Supplier?
• A Supplier that has completed a formalized selection process operated by the Purchasing
Department, and has been chosen by the University as a supplier who can provide
products, materials and/or services that are in the best interests of the University as
related to quality of products, materials and/or services; length of contract; advantageous
pricing; payment methodologies; delivery practices/performance; supplier operational
support and services; ethical business practices; and social and community support.
• Examples:
• VWR
• Fisher Scientific
• Evolution Interiors
• Warehouse Direct
• Hallett Moving and Storage
• Mr. David’s Flooring
• Warehouse Direct
• BioRad Labs
PREQUALIFIED SUPPLIERS con’t.
Considerations:
1. Quality of Service
• Pre-established minimum order quantities and amounts.
• Delivery requirements.
• Warranty.
• Value-added Services.
2. Economic Considerations
• Pre-established pricing structure.
• Price increase limitations.
• Allow for competition.
3. Mode of Operation
• Signed agreement/contract.
• Standardization of Terms and Conditions.
• Customization of transaction interface (e-Commerce portal).
• Statistical ad-hoc account reconciliation.
BUYERS MATRIX
Why do we need a Matrix and Checklist?
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Growth in sponsored research.
Decentralization of purchasing decisions.
Grant & Contract requirements.
Government Approved Contractor Purchasing System.
Purchasing Processes, Documentation and Purchasing Checklist Audits.
http://www.luc.edu/purchasing/
Key Factors:
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Funding source:
Determines grant or university funding.
Dollar amount:
Determines actions & documents necessary.
Source Selection: Rationale required at specific dollar levels.
Competition/Price: Reasonableness: Required at specific dollar levels.
Type of Supplier: Pre-Qualified or Non Pre-Qualified Supplier portion of Matrix.
CHECKLIST & BID SUMMARY
Why do we need such a form?
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Remain compliant with government procurement requirements (OMB Circular
A-110 and new Uniform Guidance).
Maintain consistency of operation within the purchasing and contracting system
(independent of where the funding is coming from).
To assure all University policies and procedures are adhered to.
Definition:
• Two or more priced bids/offers from competent suppliers competing
independently that are within a reasonably competitive range, usually 3 - 10%.
• > $30K – three or more offers preferred; offers must be in writing.
• This includes Services!!!
PURCHASING - LAKESIDE
LOCATIONS and CONTACTS
820 North Michigan Avenue, Lewis Tower Suite 700
PURCHASING – HEALTH SCIENCES
LOCATIONS and CONTACTS
2160 South First Avenue, SSOM Building 120, 4th Floor
PRINTING SERVICES
LOYOLA COPY CENTER
SERVICES
• Full service printing including graphic design,
binding, collating, custom tabs and laminating.
• Typesetting black and white, full and spot color
copying.
• Networked black and white printing and copying.
• Pick up and delivery of copy jobs.
SERVICES (CON’T)
• Copyright Clearance and Course Pack production –
Forms Link:
http://www.luc.edu/purchasing/printing.shtml
• Scanning/File Conversion.
• Production Mail Projects.
• Stationary.
• Business Cards.
• Various Printing Projects.
PRINTING REQUEST FORMS
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Basic Printing Request Form.
Business Card Order Form.
Envelope Order Form.
Letterhead/Memo Pad Order Form.
Forms are fillable PDF’s.
The above forms can be found using the link below:
http://www.luc.edu/purchasing/printing.shtml
COPY CENTER
LOCATION and CONTACT
• Centennial Forum, Main Level; 1125 W. Loyola, Chicago,
Illinois 60626
• Hours of Operation: 8:00 am – 5:00 pm (M-F)
• Robert Amicks – Site Manager - 773-508-2042 –
ramicks@luc.edu
• Al Brown – Copy Center Staff - 773-508-2041
• Guy Johnson – Copy Center Staff - 773-508-7741
• Copy Center Email: printingservices@luc.edu
MAIL SERVICES
CONVENIENCE SERVICES
• Inbound/Outbound USPS Mail.
• Inter-Office Mail Sorting and Distribution.
• All Outbound Overnight and Ground Courier
Services.
• All Inbound Messenger Service.
• Intra-Campus Courier Service.
DEPARTMENTAL MAILINGS
REQUEST FOR POSTAGE
• University Mailings – Provide Department
Accounting Unit for Chargeback Purposes.
• Scheduled Daily Mail Sweeps – Delivery of
incoming mail, pick-up of outgoing mail.
GENERAL POSTAL
COURIER INFORMATION
• Incoming USPS Mail – Picked up daily from the Post Office –
sorted and delivered daily by the mail staff.
• Outgoing USPS Mail – Picked up daily by the mail staff –
processed for delivery, same day, to the USPS.
• Certified Mail/Express Mail/ Priority Mail – used when
proof of delivery is required – recorded and processed the same
day.
• Express Courier ( UPS) – picked up in the Department up
until 2:30 pm – can be dropped off to the Mailroom up until
3:30 pm – desktop pick up by UPS – 847-480-6745.
UPS DROP BOX LOCATIONS
Lakeshore:
• Cudahy Library – Entrance Lobby
• Damen Hall – East Lobby
• Mertz Hall – Inside Lobby, North Side
• Granada Center – First Floor Lobby
Water Tower:
• School of Law – Lower Level
• Lewis Tower – Lobby, Pearson Entrance
Health Sciences Division:
• Cancer Center - First Floor near the employee elevator
• Maguire - Out in front of the building
MAILROOM
LOCATIONS and CONTACTS
• LSC - 6317 N. Broadway (Facilities Bldg.)
• WTC - 26 East Pearson, LL (Baumhart Hall)
• HSD – 2160 S. First Ave, Dock 8 (SSOM)
Lakeside:
– Kim Saffold – Site Manager – 8-7728 - ksaffol@luc.edu
– Mary Torres – Asst. Site Manager – 5-6128 –mtorres3@luc.edu
HSD:
– Lavell Gross – 708-216-3814 – lgross2@luc.edu
– Alfonso Reid – 708-216-5518 – areid3@luc.edu
INTERIOR DESIGN
SERVICES
INTERIOR DESIGN SERVICES
• Interior Design Services:
– Estimated 60 buildings affected.
– Includes all private office as well as common areas.
– Impacts students, faculty and staff.
• University Standard for Interior Furnishings:
– Ensure high quality carpet, furniture, finishes, window treatment, paint,
artwork.
– Promote high quality materials that make sense with building plans.
• Superior Discounts and Best Service:
– Determine need, create proposal, and reach an agreement.
– Process order and work with preselected Preferred Vendors to
expedite delivery.
INTERIOR DESIGN SERVICES
• Space Planning and Ergonomic Solutions:
– Reconfigure areas to accommodate growth and change.
– Suggest ergonomic tools and workstation modifications to ease strain.
• Redistribution of Assets Program:
– Save university revenue and lessen environmental impact.
– Remove unwanted items while providing reusable assets to another
department.
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Good Interior Design creates an environment in which we can all succeed!