In this Open Comment: Purchase of Goods and Services
Welcome!
Procurement Services in the Office of Business and Financial Services is proposing to update Section 7.2 – Purchase of Goods and Services in the OBFS Policies and Procedures Manual.
The changes were made to incorporate the requirements for small purchase competition now required under Section 4.2020 of the Higher Education Procurement Rules. Additional changes are proposed throughout Section 7.2 to update all subsections. Updates also include a new Small Purchase Waiver form, and changes to the Electronic Services Purchased by P-Card form and Software Purchase by P-Card form.
Adopted changes to Section 7.2 - Purchase Goods and Services will have an effective date of January 1, 2017.
Changes to Section 7.2 – Purchase of Goods & Services
Throughout all Sections & Subsections in 7.2
- Removed the term “bid limits” and replaced with “competitive solicitation threshold” or “small purchase limit” as applicable.
Section 7.2 – Overview
- Updated delegation of purchase authority section
- Ethical Purchasing Practice was updated to reference the State Officials and Employee Ethics Act and the Illinois Procurement Code. The descriptions of possible gratuities were removed because they were not all encompassing.
Section 7.2.1 – Competitive Solicitation Process
- Defined the shared responsibility between a unit and Purchasing in defining requirements for a competitive solicitation.
- Consolidated Board of Trustee approval requirements.
Section 7.2.2 – Exceptions to the Competitive Solicitation Process
- Added “Gifts or Bequests” to the list and referenced Section 11 of the OBFS Policy & Procedure Manual.
Section 7.2.3 – Purchases below the Small Purchase Limit (Small Purchases)
- Added requirements to demonstrate competition in the small purchase selection process.
- Described how multiple quotes will be required for a purchase that is greater than $10,000.
- Recommendation to solicit quotes from Business Enterprise Program (BEP) certified vendors, Small Business Set-Aside Program Vendors, or State-Use – Sheltered Workshops when available.
- Created a Small Purchase Waiver form for purchases where competition cannot be demonstrated or when a small purchase is required from other than lowest-price vendor.
Restricted Items and Purchases Requiring Special Approval
- Pure Alcohol – consolidated the requirements for purchasing.
- Electronic Services & Computer Software – Updated this subsection to address the following:
- Identified computer software and electronic services as restricted purchases if the purchase is being made with a Purchasing Card (P-Card).
- Updated the Electronic Services Purchased by P-Card & Software Purchase by P-Card forms to address Accessibility concerns.
- Gift Cards/Gift Certificates – removed the requirements for Gift Cards/Gift Certificates and referenced Section 8 for additional information.
- Postage Stamps – added a reference to Section 8 for payment of Postage Stamps.
- Furniture and Fixtures – this subsection was removed and updated in its entirety to include:
- Recommended use of Illinois Higher Education Cooperative furniture contracts.
- Description of Purchasing's involvement for furniture purchases that exceed the small purchase limit.
- Consolidation of the requirements for reviewing surplus for potential furniture requirements prior to purchase.
- Printing Services – this subsection was removed and updated in its entirety to include:
- Recommended use of University printing offices for printing services.
- Consolidation of the requirements for print service vendors to pay prevailing wages.
- Consolidation of the requirements for the use of soybean oil-based inks for printing services.
- Removal of the requirements for use of soybean oil-based inks for printing services (as these requirements are addressed in the standard purchase order terms and conditions).
- Reaffirms the requirements to obtain soybean oil-based ink and prevailing wage forms for purchases made using a P-Card.
- Consolidation of the requirements for print services paid for using State funds.
- Equipment Loaned to the University – Updated to contact Purchasing due to the varying nature and complexity of loaned equipment agreements.
- Freight – This section was updated to address the following:
- Recommends that pricing include shipping from the Vendor.
- Requires that units facilitate payment of third-party freight vendors through Travel and Expense Management (TEM).
- Expediting – This section was removed in its entirety because it did not provide any information relevant to expediting that was not addressed elsewhere in the OBFS Policy and Procedures Manual.
Updated Forms
We thank everyone that provided feedback during our open comment period for these proposed changes. If you have any additional questions about the new OBFS Policies and Procedures, contact OBFS Policies at obfspolicies@uillinois.edu.
Section 7.2 - Purchase of Goods and Services
Policy Statement
The Office of Business and Financial Services - Office of Procurement Services is authorized to establish procedures that facilitate the purchase of equipment, materials, commodities, supplies, general services, and professional and artistic services. No other individual or unit has authority to commit the University to purchasing goods and services, unless that authority has been specifically given to them by the Assistant Vice President of Procurement Services.
Campus Purchasing makes all formal negotiations for prices, determines the appropriate prices and vendors (unless a unit has been authorized to obtain specifications and cost estimates), and communicates with units to be sure the product or service is suitable, reasonable, and timely.
The University offers three mechanisms by which to requisition goods and general services.
- iBuy (see 7.3 Purchase Orders)
- Banner (see 7.3 Purchase Orders)
- Purchasing Card (P-Card) (see 7.6 P-Card)
Information regarding methods of requesting Professional and Artistic Services can be found in 17.1 Consultants and Other Contractors for Professional and Artistic Services.
Ethical Purchasing Practice
The University complies with State of Illinois requirements regarding ethical purchasing practices including potential procurement conflicts of interest in accordance with the State Officials and Employee Ethics Act and the Illinois Procurement Code. Please contact Purchasing for information regarding current requirements.
Gratuities
Employees must avoid accepting any kind of gratuities, tips, or gifts. This includes merchandise, cash, or services for the performance of their duties, either past or future. See 9 Audits and Internal Control - Employee Gift Policy for additional information.
Related Policies and Procedures
7.2.1 Competitive Selection Process
7.2.2 Exceptions to the Competitive Selection Process
7.2.3 Purchases below the Small Purchase Limit (Small Purchases)
Additional Resources
Restricted Items & Purchases Requiring Special Approval
Section 7.2.1 - Competitive Solicitation Process
Policy Statement
A competitive selection process - Invitation for Bid/Request for Proposal (IFB/RFP) - is required at the competitive solicitation threshold. Announcements and advertisements publicize University's requirement and provide the bid due date, time, and place of the opening. Announcements must be advertised on the Illinois Higher Education Procurement Bulletin for a minimum of 14 days. All IFBs/RFPs are publicly opened in the presence of at least one member or officer of the Board of Trustees (BOT) or delegate.
Reason for the Policy
The Illinois Procurement Code (30 ILCS 500/20) states the applicable source selection and contract formation requirements. A competitive solicitation is required for a purchase that exceeds the competitive solicitation thresholds promulgated by the Chief Procurement Officer for Higher Education.
Applicability of the Policy
The current fiscal year competitive solicitation thresholds are posted on the Competitive Solicitation Threshold page.
Procedure
Competitive solicitations require collaboration between the unit and Purchasing. There are multiple steps to successfully complete a competitive solicitation. Units should allow at least three months for the IFB process and at least four months for the RFP process.
In addition to the timeline outlined above, commodities, general services, and professional services in the amount of $1,000,000 or more requiring payment by the University in one fiscal year require Board of Trustees (BOT) approval. At this dollar level, units should allow up to three additional months for completion of the BOT approval process and award of contract or purchase order.
Additional Resources
Restricted Items and Purchases Requiring Special Approval
Creating Sealed Bid Specifications
Creating RFP Specifications
Section 7.2.2 - Exceptions to the Competitive Solicitation Process
Policy Statement
The Illinois Procurement Code (30 ILCS 500/) and Administrative Rules define the exceptions to the competitive solicitation process for purchases that are over the Competitive Solicitation Threshold. Units should contact Purchasing if they believe an exception exists that exceeds the Competitive Solicitation Threshold.
Reason for the Policy
The Illinois Procurement Code (30 ILCS 500/20) states the applicable source selection and contract formation requirements. A competitive solicitation is required for a purchase that exceeds the competitive solicitation thresholds promulgated by the Chief Procurement Officer for Higher Education.
Applicability of the Policy
Exceptions include:
- Sole Source Purchases (single supplier) or Sole Economically Feasible Source
- Emergency Purchase (including Quick Purchases) see also Section 7.5 – Emergency Purchases
- Gifts or Bequests to the University if the donation provides majority funding for the procurement see also Section 11: Gifts and Endowments
Procedure
Justification supporting the exception must be provided by the unit to Purchasing.
Additional Resources
Restricted Items and Purchases Requiring Special Approval
Sole Source Purchases
Emergency Purchases
Section 7.2.3 - Purchases below the Small Purchase Limit (Small Purchases)
Policy Statement
In conducting small purchase procurements for supplies, general services and construction, the University shall use practices that encourage reasonable competition and support small businesses, diversity, transparency, and other statutory requirements. Units are encouraged to seek diverse vendors (minorities, females, persons with disabilities and veterans) for purchases greater than $10,000 and under the small purchase limit by soliciting at least one quote from a Business Enterprise Program (BEP) certified diverse vendor or State Use – Sheltered Workshop, when available.
A requisition that is less than the small purchase limit but greater than or equal to $10,000, must include documentation demonstrating competition from multiple vendors. Small purchases should be made from the vendor offering the lowest-cost.
The individual submitting a purchasing requisition shall document that quotes were solicited from multiple vendors, including diverse vendors and small businesses. If the University does not receive multiple quotes, documentation demonstrating the reasons why must be submitted along with the purchase requisition for the purchase using the Small Purchase Waiver form.
If a purchase requisition is submitted for a vendor that is not the lowest-cost vendor, the individual submitting the requisition must complete the Small Purchase Waiver form, documenting the justification for the request.
Reason for the Policy
Small purchase limits are adjusted annually or by rules promulgated by the Chief Procurement Officer for Higher Education and published on the Illinois Procurement Bulletin for Public Institutions of Higher Education.
Pursuant to changes in the Illinois Administrative Code the University is required to establish practices that ensure maximum reasonable competition and promote small businesses, diversity, transparency and other statutory policies. Documentation of each purchase must be maintained in the procurement file. This policy outlines the procedures to meet these requirements. See 44 IL Admin Code 4.2020 for additional information.
Applicability of the Policy
The Illinois Procurement Code (30 ILCS 500/20) states the applicable source selection and contract formation requirements. This policy is applicable to all purchases subject to the Illinois Procurement Code that are below the small purchase limit.
Procedure
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Small Purchases Greater Than or Equal to $10,000
It will be required that a requisition for supplies, general services and construction that is less than the small purchase limit but greater than or equal to $10,000, include documentation demonstrating competition from multiple vendors. The small purchase should be made to the vendor with the lowest-cost. If a purchase requisition is submitted with a purchase to a vendor other than the lowest-cost vendor, the individual submitting the requisition must complete the Small Purchase Waiver Form documenting the justification for the request.
Competition can be demonstrated by:
- obtaining written quotes from competing vendors
- requesting pricing via e-mail
- web search results demonstrating pricing
- telephone quotations (must be documented to state which vendor was contacted and the pricing quoted)
Note: Obtaining quotes for items that are not similar in nature is not considered “reasonable competition”.
Units have a shared responsibility to consider small and diverse businesses in this competitive process. Small and diverse businesses can be identified by searching the Illinois Department of Central Management Services’ Business Enterprise Program (BEP) and Small Business Set-Aside Program directories or by contacting the University’s Office of Procurement Diversity.
Small Purchases Less than $10,000
Purchases for services that are not prohibited or restricted and less than $10,000 may be conducted by units using the Contract for Services under $10,000 template. Purchases for supplies that are not prohibited or restricted and less than $5,000 may be purchased through an iBuy purchase requisition or by using a Purchase Card (P-Card). If possible, competition should be sought by units making these purchases.
Standing Purchase Order Requisitions
Requisitions for standing purchase orders require the same level of competition as other small purchases. When a standing purchase order is for a catalog of items, the Requisitioner should use historical purchase information to determine the quantities and types of products being purchased, in order to compare pricing catalogs from multiple vendors. A spreadsheet demonstrating these calculations should be submitted along with your requisition.
The Standing Purchase Order should be made to the vendor with the lowest-cost. If a purchase requisition is submitted with a purchase to a vendor other than the lowest-cost vendor, the individual submitting the requisition must complete the Small Purchase Waiver form documenting the justification for the request.
Professional and Artistic Services
Professional and Artistic services are defined as:
- Law
- Accounting
- Medicine
- Dentistry
- Clinical Psychology
- Custom-Produced Art
Procurements of less than $20,000 for Professional and Artistic services and that have a non-renewable term of one year or less may be made without the prior notice or level of competition otherwise required of competitive sealed solicitations.
Professional and Artistic small purchases are required to be published to the Illinois Procurement Bulletin Public Institutions of Higher Education within fourteen (14) days after contract execution.
Purchases under an Existing Contract
Competition does not need to be demonstrated if a purchase is made under an existing contract, as competition was established through the initial solicitation/award process. Examples of where a small purchase may be made under and existing contract include:
- Catalog iBuy purchases
- Purchases off of a campus-wide contract
- Purchases off of an Illinois Public Higher Education Cooperative (IPHEC) award
- Purchases from other approved consortia agreements (e.g. Big Ten Academic Alliance, Midwest Higher Education Compact, etc…)
Stringing
Dividing or planning procurements to avoid use of competitive procedures – known as ‘stringing’ - is prohibited. A review for potential string may occur when the total value of three or more purchases for same or similar items exceed the small purchase limit during any 12-month period. The Purchasing Director and State Purchasing Officer will jointly determine if a competitive or other consolidated procurement is warranted.
Forms Used in this Procedure
Small Purchase Waiver Form
Additional Resources
Restricted Items & Purchases Requiring Special Approval
iBuy Resource Page
Procurement Contract Search
Strategic Procurement Awards
Central Management Services - Business Enterprise Program Certification Directory
Small Business Set-Aside Program (SBSP)
Restricted Items and Purchases Requiring Special Approval
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Local, state, or federal agencies restrict the purchase of some items to ensure proper use and distribution of potentially hazardous materials.
Advertising
University funds may be used for public relations, promoting educational exhibits, informational announcements, official notices, recruitment notices for faculty/staff, and publication of brochures. The University will not pay for entertainment, community relations, or public relations not directly related to the objectives of the University. This prohibition includes, but is not limited to, athletic events, cultural events, conventions, or any other activity not conducted by the University. State appropriated funds may be used for the following:
- Brochures giving information about educational opportunities at the University.
- Informational announcements, such as course offerings.
- Listings of graduate programs in professional journals.
- Notices about educational exhibits.
- Official notices.
- Recruitment notices for faculty and staff.
The dean or director of the unit involved approves, in advance, the use of state-appropriated funds. As appropriate, the Vice President or Vice Chancellor for Academic Affairs also approves, in advance. Proposed advertisement copy should be included when requesting approval. Auxiliaries, enterprises and activities - Auxiliaries and other quasi-commercial activities may advertise when promoting the sale of a commodity or a service that may provide increased revenue to the University. The cost of the advertising is offset by income realized. State-appropriated funds may not be used for this purpose.
Alcohol
On the Chicago and Urbana-Champaign campuses pure alcohol is obtained from Chemistry Stores by authorized individuals. Pure alcohol for the Springfield campus is obtained from the Urbana-Champaign Chemistry Store.
Computer Software and Electronic Services
Software and electronic services for which the total cost is less than $5,000 is a restricted purchase as identified in Section 7.6 - The University Purchasing Card (P-Card). Software and electronic services less than $5,000 may be purchased with a P-Card if the requirements are met and the required forms are filed in the unit as back-up documentation for the purchase. Software and electronic services that do not meet the requirements must be purchased by submitting a purchase requisition.
“Electronic services” refers to Software as a Service (SaaS). SaaS is developed and hosted by its vendor; the customer accesses the software over the Internet. Unlike packaged applications installed on the customer’s computer or server, the SaaS vendor owns the software and runs it on its own data center computers. The customer has no ownership of the software but effectively ‘rents’ it, usually for a monthly fee.
Electronic services may be purchased with a P-Card if all the following conditions are met:
- No data considered sensitive or highly sensitive resides on a third-party provider’s server. This means, no personally-identifiable information about an individual is stored on the vendor’s site and no confidential information is used within the site, including student information (e.g., grades, advising notes or other academic records).
- No critical business function(s) is dependent upon the electronic service (e.g., a unit’s core operations will not suffer if the vendor closes down suddenly without warning).
- No vendor is granting itself a license to use University data located in its data center.
- The electronic services will not be utilized by an employee with a known disability or students
Software (downloaded or packaged) may be purchased with a P-Card if all of the following conditions are met:
- No non-public University data will be shared with a third party as a result of running the software; e.g., Social Security Numbers, credit/debit card data, health/medical data, or student data will not be shared as a result of using the software.
- The software will not be embedded into new intellectual property unless the software license grants the right to do so.
- The software will not be utilized by an employee with a known disability or students
For information about the selection and secure use of software and electronic services, contact:
University Administration: security@uillinois.edu; or kenrowe@uillinois.edu
Urbana-Champaign: securitysupport@illinois.edu; or https://security.illinois.edu/content/purchasing-software-and-electronic-services-using-p-card
Chicago: security@uic.edu; or edz@uic.edu
Springfield: UISPurchasing@uillinois.edu
Decorations
Office decorations such as paintings, prints, wall hangings, plants, planters, and other art or decorative objects may be purchased only when specific budget appropriations are made for this purpose. The purchase must be made from a self-supporting fund, gift fund, agency fund, or some other income-producing fund. Exceptions to this policy require the prior approval of the Chancellor or delegates for campus units or the appropriate Associate Vice President for University Administration offices. Holidays - Ornaments, decorations, and greeting cards for religious and secular holidays may not be purchased from state-appropriated funds.
Safety - All decorations must conform to the appropriate campus safety regulations.
Equipment Loaned to the University
It is recommended that units contact their Campus Purchasing Unit regarding equipment loaned to the University. Vendors occasionally loan equipment to the University for trial purposes, testing, evaluation, or short-term projects at no cost. The Purchasing Division handles the arrangements for such loans, but the Office of Business and Financial Services, Grants and Contracts Office arranges for equipment loans used by sponsored programs. In the event the vendor has an insurance requirement in the loan agreement, the University Office of Risk Management should be contacted for assistance complying with the terms of the requirement.
Freight
It is recommended that units request pricing from the Vendor that includes all shipping costs for delivery to the unit’s desired location (e.g.: office, loading dock, etc.).
If a Vendor will not provide shipping costs in their pricing, units are responsible for processing freight bills using one of the Travel and Expense Management (TEM) system’s “Vendor Payment” purposes unless a unit has established a standing purchase order with United Parcel Service (UPS) or another contracted freight company. The freight bill should be attached to the TEM expense report (ER) and the proper invoice date should be included in the ER. Include the purchase order number for the purchase of the item being delivered (if known) in the comments section of the ER. In order to allow for payment in a timely manner, all freight bills must have an ER created and approved as soon as possible upon receipt of the merchandise.
If a unit has a standing purchase order with United Parcel Service (UPS) or other contracted freight company, the invoice should be submitted to the “Bill To” address on the face of the purchase order. The invoice MUST include the applicable purchase order number.
Furniture and Fixtures
The Illinois Public Higher Education Cooperative (IPHEC) has established contracts for the purchase of furniture which includes requirements for life/safety concerns, standardization of furniture purchased, design services and delivery. When submitting a requisition for Classroom or Office Furniture the unit should utilize the contracts established. In the event that the products required are not covered under the IPHEC awards or the products offered will not meet the unit’s needs, please contact Purchasing for assistance. Visit Furniture page for additional information on how to utilize the IPHEC awards. Purchasing must be contacted first for purchases of furniture over the small purchase limit.
Any furniture purchase with an item that has a unit price of $500 or more must be submitted to Purchasing using an iBuy Route to Purchasing Form (required for Chicago campus purchases) or Banner requisition with a quote attached. Purchasing will review the furniture being purchased to determine if the furniture is available from the State of Illinois Surplus Property Warehouse pursuant to the Illinois State Property Control Act (30 ILCS 605/7). If suitable surplus furniture is available, Purchasing will notify the unit. There is no cost for the surplus furniture, but the unit must pay for transportation costs and any necessary repair or refurbishing. Purchasing may assist units in making arrangements for transporting the furniture to campus.
If it is determined that there is no surplus furniture meeting the unit's needs, Purchasing will prepare an affidavit, have it notarized, and file with the State certifying that the furniture was not available. Once the affidavit has been filed, the purchase of the furniture can proceed. Please see Section 12 - Property Accounting for property labeling requirements.
Urbana-Champaign Only: Standards for office furniture, furnishings, and fixtures have been established as identified in the Campus Administrative Manual. These standards are to be used as a guide for planning, budgeting, and requisitioning furniture for all purposes. Urbana Purchasing can provide documents that describe the acceptable standards for furniture and furnishings. Purchases may require review and approval from Facilities and Services to address fire code, accessibility and other life/safety concerns in University facilities. Visit the Campus Administrative Manual for additional information.
Gas Cylinders
Safety requirements must be observed for gas cylinders. If a compressed gas cylinder ruptures or develops a leak at the valve, place in a secure location and contact the campus Safety Office, to coordinate emergency procedures. Refer to the succeeding paragraphs for additional information on gas cylinders at each campus.
At Chicago, certain steps must be taken when partially filled or empty compressed gas cylinders are returned to a vendor when no credit for contents is desired. West campus users returning partially filled or empty compressed gas cylinders should, whenever practical, have the cylinders delivered to the Central Receiving Dock, or request that Central Receiving to pick them up so they can be returned. East campus users should return gas cylinders to the unit from which the cylinders were originally received (such as Chemistry Stores).
At Urbana-Champaign, refer to the Division of Research Safety for information on gas cylinders.
Gift Cards/Gift Certificates
Section 8, Payments and Reimbursements outlines when the purchase of gift cards/gift certificates are allowed. Gift cards/gift certificates cannot be purchased using i-Buy, PCard, or Banner. Gift cards/certificates have a cash value and are thus considered reportable income.
Modifications to Physical Space
The Office of Facilities Management and Capital Programs are responsible for the performance of projects associated with construction, rehabilitation and renovation of physical space. All requests for modification of physical space whether repair, refurbishing or enhancement must be directed to that Office. This includes the design of such modifications, management of the work to be performed, and the work (including labor and materials). Any exceptions to this policy must receive prior written approval by an authorized representative of the Office of Facilities Management and Capital Programs. Therefore, any request submitted to Purchasing to process a contract where the scope of the services includes construction, rehabilitation, renovation, modification, repair or enhancement of the physical space, shall be accompanied by written approval of an authorized representative of the Office of Facilities Management and Capital Programs. It shall the responsibility of the originator of the request to seek approval from that Office before Purchasing initiates any procurement or contracting activity associated with the services sought.
Operating and Capital Leases of Equipment
Units may acquire the use of equipment over some specified time period through a lease agreement. There are two types of lease agreements: capital leases and operating leases. Capital leases essentially transfer the benefits and risks inherent in ownership of the property to the University; operating leases do not. (See Section 12 - Property Accounting, for official University definitions.) Some capital leases also provide for acquisition of equipment with title passing to the University after a specified number of payments. Purchasing is responsible for monitoring lease agreements and properly classifying them at their inception.
Occasionally units may find it convenient to seek outside financing for an acquisition; however external financing should be sought only when there are no internal sources of funds.
Conditions for Leases
Units may acquire equipment through an operating or capital lease arrangement if the following conditions are met: Operating or capital leases from vendors or third party financiers are not made for transactions less than $25,000 (principal amount).
Exceptions to these guidelines must be approved by the campus Assistant Vice President for Business and Finance, or delegate. Attempts should be made to fund these transactions within the University. Any internal financing must be reviewed and approved by the OBFS. Additional reviews and approvals may be required depending on the nature of the purchase and campus requirements. Contact Purchasing for information on additional requirements.
All operating or capital leases to be paid with federal funds must be reviewed in advance by the OBFS Grants and Contracts Office.
The source of first-year funding must be determined. The FOAPAL(s) must be included to show adequate funding resources.
While funding out clauses are required by law in University lease agreements, units and colleges should not expect to invoke the funding out clauses unless exceptional circumstances warrant it. Therefore, when funding sources are revoked before the agreement is completed, units and colleges may be required to provide alternate funding for the remainder of the agreement.
Other
Interstate embargoes may limit some items. These are handled according to the appropriate regulations. Consult Purchasing for details.
Pharmaceuticals
These are controlled substances and are obtained through University pharmacies or Purchasing.
Postage Stamps
All postage stamps purchased with State funds must be perforated with a University identification marker. For additional information on purchase of postage stamps, see Section 8, Payments and Reimbursements - Determine the Allowability of Specific Expenditures.
Print Services
It is recommended that units utilize campus printing offices for printing services:
Champaign-Urbana: Illini Union – Document Services
Chicago: Office of Publication Services
Springfield: Campus Services
All printing services must meet the requirements in the "Soybean-oil based ink" section of the Illinois Procurement Code (30 ILCS 500/45-15). This Section mandates that the purchase of printing services require the use of soybean oil-based ink. The Chief Procurement Officer for Higher Education may waive this requirement if he or she determines that another type of ink is required to assure high quality and reasonable pricing of the printed product. If soybean oil-based ink is not to be used on a printing project, this information must be submitted to Purchasing along with your requisition.
If using a vendor other than University printing services to complete a printing request, Vendor is required be in compliance with the "Prevailing Wage Requirements" section (30 ILCS 500/25-60) of the Illinois Procurement Code.
The aforementioned soybean oil-based ink and prevailing wage requirements are terms outlined in the University’s standard terms and conditions attached to each purchase order. In the event that a P-Card is being used to purchase printing services, these provisions must be signed off on by the Vendor prior to work being started. The Prevailing Wage Statement and Soybean Oil-Based Ink Statement are available on the Purchases > Types of Purchases > Printing & Typesetting page. If a Vendor responds that they will not be utilizing soybean oil-based ink on their Soybean Oil-Based Ink Statement, or they will not be paying prevailing wage on their Prevailing Wage Statement, then the purchase is not allowed on a P-Card and a requisition must be submitted to Purchasing.
A plus or minus of 10% over/under runs is acceptable and customary in the Printing industry.
The University has standards for certain stationery materials including items with logos, items with the University Seal, and business cards. If using off-campus sources for printing these materials, units must obtain written confirmation from the appropriate campus or University System office to ensure that the proposed materials conform to those standards prior to submitting a requisition for printing services.
University System: University Relations
Urbana-Champaign: Public Affairs
Chicago: Office of Marketing and Brand Management
Springfield: Creative Services
Printing services paid for using State Funds or performed on behalf of another State government body (that are not fulfilled using on-campus printing services) have additional requirements. Section 30 ILCS 500/20-105 of the Illinois Procurement Code requires that all books, pamphlets, documents and reports published by a State agency contain the following:
- "Printed by the Authority of the State of Illinois"
- Date of each publication.
- Number of copies printed.
- Printing order number.
Units must purchase stationery and other printed products with recycled material content whenever cost, specifications, standards, and availability are comparable to products without recycled content.
Additional requirements:
Urbana-Champaign: Units should refer to the Campus Administrative Manual for Standards for Printed Stationery Materials and Policy on Procurement of Typesetting, Printing, and Binding for the Urbana-Champaign Campus to obtain additional information on the requirements of printing related services. http://cam.illinois.edu/iii/iii-8.htm and http://cam.illinois.edu/vii/VII-b-7.htm
Chicago: Units are encouraged to use paper with at least 10% post-consumer waste content.
Radioactive materials
By law, the Illinois Department of Nuclear Safety (IDNS) licenses the production, sale, use, disposal, and transfer of radioactive materials in the State of Illinois. The University of Illinois obtains, uses, and disposes of radioactive materials under licenses granted by the IDNS and must adhere to regulations established by various federal, state, and local agencies. The campus Radiation Safety Committee grants final approvals for the acquisition, use, and disposal of radioactive materials.
Weapons
Weapon acquisitions must comply with Federal and State Laws.
Champaign-Urbana: Weapon acquisitions must comply with the Campus Administrative Manual, Possession of Weapons.
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