Updated College Tour Presentation

Procurement to Contracts
College Tour
Presentation 2012


Procurement Services

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What Procurement Services Does
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Vendor Budget/Commitment Control
Vendor Setup and Maintenance
Requisitions and Purchase Orders
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Selectively review PO’s less than $10,000 for compliance
Final review and approval of all PO’s greater than $10,000

Competitive Bidding and Request for Proposals
Sole Source Requests
Procurement Policy Training

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Procurement Services Highlights
•

Remain consistent with Illinois Public Community College Act.

•

NEW POLICIES APPROVED: Colleges have spending authority up to $25,000 within
the approved purchasing conditions.

•

Every purchase over $25,000 must be submitted to the Board of Trustees for
approval.

•

Procurement Services has established district wide contracts for utilization over
$25,000. For Example: Office Supplies, Janitorial Supplies, Computers, etc.

•

City Colleges administers an aggressive program to utilize Minority and Women
owned businesses (MBE/WBE).

•

NEW THIS YEAR: Annual Purchase orders are required for recurring purchases.

•

NEW THIS YEAR: Employee Expense Reimbursements no longer require a
requisition and purchase order.
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Purchases must follow Illinois law and
Board policies
• The Chairman of the Board, Chancellor and Presidents are
the only individuals authorized to sign and execute
agreements on behalf of City Colleges of Chicago regardless
of value.
• No District officer or employee, without express
authorization, shall make any purchases or enter into a
verbal or written purchase contract on behalf of the Board
• Any contract made in violation of State law, or Board rules,
policies and procedures is VOID as to the Board

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District Wide Spending
Authority, Requirements & Conditions
Dollar
Amounts

Three
Bids/
Quotes

M/WBE
Required

Campuses/
Depts.
Approves PO

PO Approval
from District
Procurement
Staf

Board
Approval
Required

Professional
Service
Agreements
(PSA)/Service

Requisition
Signature
Authority

$1$2,499.99

Phone/In
person or
written
Recommended

N/A

Yes

No

No

No

College
President and
Vice Chancellor

$2,500$25,000

Written
Required

Yes, at least
one
bid/quotes
must be
from a

M/WBE

Yes – Up to
$10,000

$10,001 $25,000

No

Yes

College
President and
Vice Chancellor

$25,001
and over

*Formal
Bids/RFP
Public Ad
Required

Full
Compliance
required
per M/WBE
Plan

No

Yes

Yes

Yes

College
President and
Vice Chancellor

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Purchase Order Process

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Requisition Signature Work Flow
Types of Purchase

Programmatic Vice Chancellor/ Associate
Vice Chancellor

IT Hardware, Software and Services Purchases

Arshele Stevens

Office Supplies (Instructional and Non- Diane Minor

Instructional, Janitorial Supplies, Facilities,
Furniture, Construction/Renovation
Academic – Books, Scientific Supplies, Nursing Kojo Quartey or designee (Cecilia Lopez,
Supplies and Equipment, Cosmetology Michael Davis, Lydia Gonzalez)
Supplies and Equipment
Student Related Purchases – Events and Travel KKC, MXC, OHC, HWC – Preston Harden
DAC, TRC and WRC – Ed Garza
Employee Travel/ Reimbursements
Advertising/Promotional/ Outreach Items
Athletic Supplies and Equipment

JR Dempsey
Laurent Pernot
Michael Daigler

Bookstore, Cafeteria and Vending Services Joyce Carson
Purchases
Security Supplies and Equipment Purchases

Joseph DeLopez

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VENDORS
•
•

All vendors are entered into the PeopleSoft database by Procurement Services. Please allow a
minimum of 10 business days for entry.

All new vendors who will provide goods and services must complete a vendor packet. Which
includes the following:
•
•
•
•
•
•

•
•
•

Vendor’s List Application Form (2 pages)
IRS W-9 Form
Purchase Order Terms and Conditions (Conditions of Purchase)
Independent Contractors must complete the Personal Service Contractor’s and Contractor’s Key Personnel Data Form
Acknowledgement of the District’s CCC Ethics Orientation for Contractors/Vendors
NIGP Commodity Codes Selection

To update existing vendors the Vendor Form must be completed and supporting documentation
must be attached i.e. Vendor address change notice, etc.
Hotels and Membership organizations are only required to submit the IRS W-9 Form and Vendor
Form (include telephone and fax numbers).
M/WBE vendors can be found on the City of Chicago’s website:
/>The vendor forms are available from the intranet via

under Procurement

Reimbursable Expenses
•Reimbursements must be submitted within 15 days of expenditure in order
to be paid.
•Please use available contracts for purchases.
•Reimbursements will not be allowed when there are current established
district wide contracts.
•For all non-contracted items (i.e. milk, apples, sheep brains, etc.,) you may
obtain the products and submit the receipts for reimbursement. Please
follow the internal reimbursement policy.
•Reimbursements will be processed once weekly by District Accounts
payable upon receipt from the College Business Office/District Office
Department.

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Formal Bid Procedures
• Requesting Departments must prepare a detailed description of
the goods or services to be procured.
• The detailed description should be sent to the District Director of
Procurement Services via for review
and preparation.
• Once assigned to a Buyer, the requesting department is notified
and a draft document is forwarded for review and approval.
• Per State Law, formal bids are to be advertised for a minimum of
10 days.
• Requesting Departments should PLAN in advance for formal bids.
• All Formal Bids over $25,000 requires board approval.

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Formal Bid Timeline
Sealed Bids (Goods only):
• At a minimum, one month to draft
and advertise Specifications.
• One month for Board Approval
process.
• Total of two months to plan
and complete requests for
goods, products, or equipment.

Request for Proposal (“RFP”):
• At a minimum, one month to
draft and advertise RFP, and
complete the Pre-bid conference.
• Two weeks for proposal
evaluation process.
• Two weeks if oral presentations
are needed.
• One month for Board Approval
process.
• Total of two and half - three
months to plan and complete
request for services.
• An additional 21 days, at
minimum, for contract
preparation and execution after
board approval is obtained.
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Sole Source Purchases
• Definition - item(s) procurable only from a single source (i.e.,
manufacturer, authorized dealer/distributor, own patent or
copyrights).
• All Sole Source purchase requests will be reviewed on a case by
case basis, that may include issuance of a formal bid solicitation
to verify there is no competition.
• User must provide justification and demonstrate due diligence
for Sole Source Request i.e., if the vendor owns the copyright or
patent, the supporting documentation needs to be attached.
• All Sole Source purchases over $25,000 require Board Approval.

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District Wide Term Agreements
Colleges benefit from increased savings through combined purchasing volume
through the use of Board approved vendors, procurement consortiums, and
other sister agency contracts for District-wide purchases.

Examples of Board Approved Vendors:
• Building and Maintenance
Repair
• Scavenger Services
• Nursing Supplies
• Bus Transportation
• Uniforms
• Promotional Items

•
•
•
•
•

Text (“Educational”) Books
Trade Books
Cafeteria and Vending Services
Newspaper Advertising
Computers and Printers

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Consortium Vendors
•
•
•
•
•
•

The U.S. Communities Government Purchasing Alliance />Illinois Community College System Procurement Consortium (“ICCSPC”)
/>
Illinois Higher Public Education Cooperative (IPHEC) – (this site is login access only)
Educational and Institutional Cooperative Purchasing (E & I)
/>National IPA />Items available to purchase include:
– Maintenance /Janitorial Supplies

– Office Supplies
– Office Furniture
– Scientific Equipment
– Medical Supplies
Note:
A listing of District-wide general use Board Approved Vendors is posted on the CCC website
under District Office Procurement.
/>
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Procurement Services Key Personnel
•

•

•

•

•

•

Diane Minor
Vice Chancellor , Administrative and Procurement Services
(312) 553-2636
Sheila R. Johnson
District Director of Procurement Services
(312) 553-3336

Sherri Hutcherson
Senior Buyer II
(312) 553-2509
Delfinita (“Del”) Taylor
Senior Buyer
(312) 553-2591
Marietta Williams
Buyer
(312) 553-3331
Shuana Horn
Staff Assistant
(312) 553-3355

•

Kimberly Sangster
Chief Procurement Officer
(312) 553-3294
•
Harriet Neely
Director of M/WBE Contract Compliance
(312) 553-3232
•
Ralph Passarelli
Director of Risk Management
(312) 553-3276
•
Procurement Services E-mail

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OVERVIEW OF DISTRICT BOARD PROCEDURES
AND CONTRACT PROCESS
•

•

Presented by:
Office of the General Counsel

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AGENDA
•

When is a Board Report Necessary?

•

Board Report Submission Deadlines

•

Drafting Board Reports/Board Report Format

•

Questions

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When Is A Board Report Necessary?

• Agreements/Purchases where
total cost is in excess of
$25,000.

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Board Report Submission Deadlines
OFFICE OF PROCUREMENT SERVICES AND OFFICE OF GENERAL COUNSEL
•

Drafts of all Resolutions and Board Reports (Agreements and Purchases) must be
submitted no later than 5:00 p.m. on the last day of the month 2 months prior to
the month of the Board Meeting.

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Board Report Submission Deadlines
BOARD OFFICE & OFFICE OF GENERAL COUNSEL
•

Final Personnel Reports, Resource Development Reports, Committee

Reports/Minutes and all other agenda items must be submitted no later than the
2nd Thursday of each month by 5:00 p.m.

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Meetings To Prepare For
Board Meeting
DRAFT REVIEW MEETING
All District Vice Chancellors, Other District Administrators
•

At least 3 weeks before the Board Meeting

MEETING WITH CHANCELLOR
• At least 2 weeks before the Board Meeting
MEETING WITH CHAIRMAN AND TRUSTEE
• At least 10 days before Board Meeting
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Late Submission of Agenda Items

• General Rule: No Late
Submissions of Agenda Items.
Deadlines will be strictly
enforced.

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Late Submission of Agenda Items
• An Exception may be granted under the following conditions:
– At least 3 days before the deadline, submit to Chancellor,
a request for late submission; and
– Explain reason for late submission; and
– Explain whether there will be significant programmatic or
business impact if the item is not on the agenda.
– The Board Office and the OGC will not accept late board
reports without the approval of the Chancellor.
• 3 or more requests for late submissions in a 6 month period
will result in the development of a Management Plan to
address and resolve the reason(s) for consistent late
submissions.
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Resolution or Board Report?
Which One Do I Choose?
Resolution

Board Report

• Procedural Actions
• Policy Actions
• Intergovernmental
Agreements (including
those with Financial
Impact regardless of
amount)

• Ceremonial Actions

• Purchases, Agreements
or Partnerships $25,000+

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