Higher Ed Staff Procurement Update Continued. August 2014

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1 Higher Ed Staff Procurement Update Continued August

2 Agenda RECAP Higher Ed Rules The Five Higher Ed Exceptions and Its Notice of Award Section 1-13(b) Exemption Form Walk through Small Purchase Guide Microix Switches Where to Find Materials 2

3 RECAP Higher Ed Procurement Changes We are under the Higher Ed rules now, but the focus remains: We still need to buy only what we really need We still need to drive for best value/price in all purchases We still need to have compliance with ethics and transparency issues IMSA has goals for procurement $: Small Business 10% BEP 20% (of which 1% should be sheltered workshops) Veterans 3% We need to assure that our processes will help us to meet all these goals 3

4 Sequence of Preferred Vendors 1. SMC State Master Contract 2. ICI Illinois Correctional Industries 3. BEP Business Enterprise Vendor 4. SB Small Business Vendor 5. Veteran Veteran Vendor 6. SWS Sheltered Workshop Vendor 7. Other Vendor is NOT any of the above 4

5 RECAP HE Procurement Highlights Procurement Business Cases (PBC) are gone. State Procurement Officer (SPO) signed Small Business Program (SBSP) waivers are gone. New vendor searches for Business Enterprise Program (BEP), State Use (Sheltered Workshops) and Veterans New vendor search for Small Business at The new procurements dollar limits are: Contract filing required at $20K and above (up from $10K) Formal bid required: Professional/Artistic Services $20K (no change) General Goods and Services $55.4K (up from $54.6K) Construction $77.7k (up from $76.6K) IMSA Board approval at $100K no change Governors Office (GOMB) approval at $250K is gone. Intergovernmental Agreements are not subject to the procurement code (no change). New process, Notice/Exemption and visibility for Higher Ed special situations 5

6 RECAP Our New Process Summary For procurements from all funding sources: Below $5K: recommend searching/using State Master Contracts(SMC), Illinois Correctional Industries (ICI), SBSP, Veterans, and BEP vendors to get the best value/price and help meet IMSA s goals; document your due diligence; NO waiver required Above $5K: search/use SMC, ICI, SBSP, Veterans, and BEP vendors to get the best value/price and help meet IMSA s goals; save search results, s, quotes; NEW internal waiver required Contract and bid limits apply with amended dollar values. For Higher Ed special exceptions, regardless of dollar value, special handling: a new Notice/Exemption and posting to Illinois Public Higher Education Procurement Bulletin (IPHEPB) is required. 6

7 The Five Higher Ed Exceptions - Memberships in professional, academic, or athletic organizations on behalf of a public institution of higher education, an employee of a public institution of higher education, or a student at a public institution of higher education. This situation DOES NOT apply to classes, courses, conferences or conventions held by professional organizations. Reimbursements to employees for their own memberships should be reported. - Procurement expenditures for events or activities for which the use of specific vendors is mandated or identified by the sponsor of the event or activity, provided that the sponsor is providing a majority of the funding for the event or activity. - Procurement expenditures necessary to provide artistic or musical services, performances, or productions held at a venue operated by a public institution of higher education. 7

8 The Five Higher Ed Exceptions -Procurement expenditures for periodicals and books procured for use by a university library or academic department, except for expenditures related to procuring textbooks for student use or materials for resale or rental. Includes Online Database Subscriptions. For IMSA purposes, the Academic Departments are English Fine Arts History and Social Science Mathematics Science Wellness World Languages - Procurement expenditures for events or activities paid for exclusively by revenues generated by the event or activity, gifts or donations for the event or activity, private grants, or any combination thereof. All procurements for the event/activity must be from the event, grant, gift. 8

9 Notice of Award Section 1-13(b) Exemptions For Higher Ed special exceptions, regardless of dollar value, special handling: a new waiver and posting to Illinois Public Higher Education Procurement Bulletin (IPHEPB) is required. Submit form electronically via to APO (Carla) allowing sufficient time for posting to the Illinois Higher Education Procurement Bulletin within 14 days of the execution of the contract. 9

10 IMSAGlobal\Procurement\5 Requests Templates and Instructions\ Notice of Award Section 1-13(b)Exemptions Form and Instructions 10

11 Small Purchase Example Starter Tool Small Purchase Guide Procurement Notes Extended BEP Search SB Vendor Directory on the IL Procurement Gateway Local Waiver Checklist 11

12 IMSAGlobal\Procurement\1 Tools\HE Starter Tool 12

13 IMSAGlobal\Procurement\3 Guides\ HE Procurement Small Purchase Guide 13

14 IMSAGlobal\Procurement\6 Checklists\ Procurement Notes Template 14

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17 IMSAGlobal\Procurement\5 Requests Templates and Instructions\ IMSA Internal Waiver Form and Instructions 17

18 IMSAGlobal\Procurement\6 Checklists\ Requestor File Checklist 18

19 Microix Switches Vendor Type: Required, drop-down Code Values SMC ICI BEP SB Veteran SWS Other Employee Refund IGA Code Description Buying off of a State Master Contract Illinois Correctional Industries Business Enterprise vendor is registered in the BEP Database Small Business vendor is registered in the SB Vendor Directory on the Illinois Procurement Gateway (IPG) Veteran vendor is registered in the VOSB/SDVOSB Database Sheltered Workshop vendor is registered in the BEP Database as a SWS Vendor is NOT any of the above Vendor is an employee Refund Intergovernmental Agreement, vendor is State Agency, Local Govt, Public University Some vendors may be BEP AND Small Business AND Veteran - just pick the first one 19

20 Microix Switches UDF Higher Ed Exceptions Flag: Required, Dropdown Code Values N_ No HE Exception Code Description None of the Higher Ed exceptions apply Y_ HE Exception Applies One or more of the Higher Ed exceptions apply 20

21 This Presentation and ALL materials may be found at: IMSAGLOBALProcurement\1 Presentations\Staff Higher Ed Procurement Update Continued August 2014 v1.pdf 21