NIU Procurement Services and Contract Management (PSCM) Procurement Procedures

Process

Check request or P-Card:

• At or below $2,500.00 (check Request) or $5,000 (P-Card)
• No two-party contract required
• Expenditures/payments cannot exceed $19,999/yr.
• Refer to “Procurement and Payment to Suppliers Without a Purchase Order” policy Rev. 2.1 dated 2/10/17
• Refer to P-Card website: Card Services

Department/Unit’s Role and Responsibilities

1. Request competitive quotes when applicable (remind vendor of tax-exempt status)
2. Individuals may make payment with:
   • Procurement cards (P-cards), if allowed by P-Card policy
   • By check request

PSCM’s Role and Responsibilities

Check Requests: Contact Accounts Payable Services AccountsPayableSrvs@niu.edu

P-Card: Contact P-Card administrator cardservices@niu.edu

Process

Small purchases using a purchase order:

Commodities, equipment, general Services, professional and artistic (P&A), two-party contract, when required.

Less than $100,000.00

Purchases between $20,000 and $99,999.99 must follow the Competitive Small Purchase Procedures.

Department/Unit’s Role and Responsibilities

1. Seek and compare multiple quotes, (2 or more) including BEP, women-owned, small business and veteran-owned vendors
2. Verify vendor accepts purchase orders and submit purchase Requisition with detailed specifications and/or quote
3. Submit proposed contract for review, if applicable. If new vendor, obtain W-9 and forward to PSCM
4. Obtain certifications (PDF) form from vendor and submit to PSCM
5. Submit quotes, certifications, and W-9 with purchase requisition.
6. If purchase requisition amount is at $50,000 or up to bid amount, obtain a financial disclosure and conflicts of interest form (DOCX)

PSCM’s Role and Responsibilities

1. Ensure receipt of, and review, all documents for accuracy and compliance (quote, relevant backup, contract, required forms)
2. Seek small business, women-owned, veteran-owned and BEP vendors
3. Negotiate and process contract if applicable
4. Seek presidential approval as appropriate
5. Issue purchase order

Process

Invitation for Bid (IFB):

Commodities, equipment, general services, construction

Equal to or greater than $100,000.00

Department/Unit’s Role and Responsibilities

1. Submit requisition
2. Submit scope of work/detailed specifications
3. Recommend pricing structure
4. Provide list of potential vendors
5. Participate in evaluation process
6. Submit recommendation memorandum
7. Obtain Board of Trustees approval for transactions with an aggregate $250,000.00 or greater.

PSCM’s Role and Responsibilities

1. Prepare IFB document
2. Ensure evaluation team list is received
3. Obtain procurement participation forms from members of the evaluation team
4. Manage IFB process
5. Seek small business, women-owned, veteran-owned and BEP vendors
6. Determine responsiveness of bid and responsibility of vendors
7. Manage award process
8. Support presidential/BOT approval as appropriate
9. (PPB) as necessary
10. Negotiate/finalize contract, if applicable
11. Issue purchase order

Process

Request for Proposals (RFP):

Instances when sealed bidding is not practicable, services, professional and artistic services (P&A)

Equal to or greater than $100,000.00

Department/Unit’s Role and Responsibilities

1. Submit requisition
2. Submit scope of work, detailed specifications and evaluation criteria
3. Recommend pricing structure
4. Provide list of potential vendors
5. Create an evaluation team and provide list to PSCM
6. Identify technical evaluation team
7. Participate in evaluation process
8. Participate in contract negotiations
9. Submit recommendation memorandum
10. Obtain Board of Trustees approval for transactions with an aggregate $250,000.00 or greater.

PSCM’s Role and Responsibilities

1. Prepare RFP in coordination with end-user
2. Ensure evaluation team list is received from end-user department and is in RFP file
3. Obtain completed Procurement Participation Form from each member of the evaluation team
4. Manage RFP process
5. Seek small business, women-owned, veteran-owned and BEP vendors
6. Determine responsiveness of bid and responsibility of vendors
7. Lead evaluation process
8. Determine responsiveness and responsibility of vendors
9. Evaluate the pricing portion of RFP, negotiate/finalize contract
10. Manage award process
11. Support presidential/BOT approval as appropriate
12. Respond to Procurement Policy Board (PPB) as necessary
13. Negotiate/finalize contract
14. Issue purchase order

Process

Sole Source Purchase:

Only one source available: commodities, equipment, general services, professional and artistic services (P&A), other instances when sealed bidding is not practicable

Equal to or greater than $100,000.00 (includes modifications)

Department/Unit’s Role and Responsibilities

• Submit purchase requisition
• Submit sole source justification form
• Submit proposal, quote or scope of work
• Participate
• Submit any proposed contract

PSCM’s Role and Responsibilities

1. Review sole source justification form
2. Perform due diligence/search market for possible sources
3. Manage sole source process: approval and award
4. Negotiate/finalize contract if applicable
5. Issue purchase order

Process

Qualifications Based Selection (QBS):

Architectural/engineering/land survey services

Equal to or greater than $25,000.00

Department/Unit’s Role and Responsibilities

1. Obtain project approval
2. Submit purchase requisition
3. Submit scope of work and QBS document
4. Identify technical evaluation team
5. Participate in evaluation process
6. Participate in contract negotiations
7. Submit recommendation memorandum

PSCM’s Role and Responsibilities

1. Review scope of work and QBS document
2. Ensure evaluation team list is received
3. Obtain procurement participation forms from each member of evaluation team
4. Post QBS notice and document on bulletin
5. Manage QBS process
6. Seek small business, women-owned, veteran-owned and BEP vendors
7. Determine responsiveness and responsibility of vendors
8. Seek appropriate approval
9. Evaluate/negotiate/finalize contract
10. Manage award process

Process

Purchase made as a result of a justified emergency as defined by the Procurement Rules Section 4.2030 and one or more of the following statutory emergency conditions exists:

• When there exists a threat to public health or public safety;
• When immediate expenditure is needed for repairs to university property in order to protect against further loss or damage to university property;
• To prevent or minimize serious disruption in critical university services that affect health, safety, or collection of substantial State revenues; or
• To ensure the integrity of university

Department/Unit’s Role and Responsibilities

1. Submit memorandum explaining situation
2. Submit requisition
3. Submit quotes and/or proposals received

PSCM’s Role and Responsibilities

1. Review documentation
2. Equal to or greater than $100,000.00: Manage approval and award process with SPO.
3. Post required bulletin notice within 10 days of award
4. File appropriate paperwork with CPO
5. Issue purchase order