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Loyola University Chicago

Purchasing

Purchasing Policy

In accordance with the United States Code of Federal Regulation (CFR), newly established Uniform Guidance (UG) have been established effective December 26, 2014. In accordance with these new regulations, existing purchasing policies and procedures are currently being evaluated to identify any and all necessary changes resulting from the newly established UG. In accordance with Section 200.110 of the new UG, procurement standards in Section 200.317 - 200.326, non-Federal entities may continue to comply with procurement standards in previous OMB guidance for one additional fiscal year after this part goes into effect. Under the UG effective December 26, 2014, this one additional Fiscal Year includes Fiscal Year 2016 with a Fiscal Year End Date of June 30, 2016 for Loyola.

It is the intent of Loyola University Chicago to continue to operate under the previous OMB guidance and develop new policy and procedure to meet the requirements set forth by UG by June 30, 2016 and becoming effective on July 1, 2016.

Should you have any questions or concerns, please contact Brian Slavinskas, Director of Special Projects at 312-915-8787 or e-mail at bslavin@luc.edu.

The Loyola University Chicago Purchasing Policy comprises four component parts as detailed below: (1) Purchasing, (2) Competition, (3) Conflict of Interest & Buying Ethics, and (4) Small Business Utilization (Disadvantaged, Women-Owned, Veteran-Owned, Service Disabled Veteran- owned and HUBZone Business Enterprises).

(1) Purchasing   

At Loyola University Chicago, most purchasing actions are conducted by a decentralized purchasing authority. Purchasing activities include obligations for ethical behavior, compliance with government regulations, proper transaction documentation and fiscal responsibility. The Purchasing Department mission is to assist departmental Users (those who have influence into the acquisition decision-making process) in fulfilling these obligations, as well as to ensure consistent purchasing practices across the university.

Policy Statement

The goal of purchasing policy and procedure is to provide reasonably priced, high-quality goods and services to end users while preserving organizational, financial and civic accountability.

Buyer's Responsibilities

Purchasing Department Responsibilities

(2) Competition   

Loyola University Chicago is required under the Office of Management and Budget's OMB Circular A¬-110 "Uniform Administrative Requirements for Grants and Agreements with Institutions of Higher Education, Hospitals and Other Non-Profit Organizations" and by Federal Acquisition Regulations (FARs) to establish a competitive environment for the purchase of goods and services. The use of competitive bidding also makes good business sense. Purchasing Department policies and procedures on competitive bidding ensure that Loyola Buyers process transactions in a uniform manner consistent with federal requirements and good business practice.

Policy Statement

Loyola University Chicago makes every effort to maximize competitive procurement opportunities by soliciting competitive bids and proposals for goods and services prior to issuing or awarding credit card commitments, purchase orders, Loyola Check Requisitions, web-based orders or contractual documents.

Buyer's Responsibilities

Purchasing Responsibilities

(3) Conflict of Interest and Buying Ethics    

Faculty and staff who have purchasing or purchase approval authority (collectively "Buyers and Users") must be aware of the standards of ethical behavior that apply to their purchasing activities. They must avoid unethical conduct and conflicts of interest in purchasing goods and services. The first and most important line of defense against conflicts of interest or commitment must be the University members themselves. The University has relied and shall continue to rely on the good judgment, professional commitment and moral ethics of the university members to protect themselves and the University from conflicts of interest and commitment. The University’s Conflict of Interest Policy and related Disclosure requirements can be viewed on the Human Resources website at the following link: http://www.luc.edu/hr/policies/policy_conflictofinterest.shtml.

Code of Ethics

Loyola University Chicago is an Associate Member of the National Association of Educational Procurement. For additional information about the NAEP, please access the following link: http://www.naepnet.org/Loyola University Chicago subscribes to the intent of the National Association of Educational Procurement (NAEP) Code of Ethics. This Code states that Buyers will:

Gift Guidelines

It is essential to Loyola University Chicago and its subsidiaries, its suppliers, contractors and consultants that all decisions and actions regarding acquisitions are based upon proper business considerations and are not influenced in any way by personal obligations or opinions. The University’s policy on Conflict of Interest also includes guidelines for the acceptance of gifts and favors. Please refer to the University’s Gift Policy on the Human Resources website for additional information regarding gift solicitation and acceptance. http://www.luc.edu/hr/policy_conflictofinterest.shtml

Anti-Kickback Clause

Definition: "Kickback" as used in this clause means any money, fee, commission, credit, gift, gratuity, thing of value, or compensation of any kind which is provided, directly or indirectly, to any prime contractor (university and/or principal investigator), prime contractor employee, subcontractor, or subcontractor employee for the purpose of improperly obtaining or rewarding favorable treatment in connection with a prime contractor in connection with a subcontract.

Clause: The Anti-Kickback Act of 1986 (41 U.S.C. 51-58) prohibits any person from: providing or attempting to provide or offering to provide any kickback; soliciting, accepting or attempting to accept any kickback; or including, directly or indirectly, the amount of any kickback in the contract price. The Act imposes criminal and civil penalties on any person who knowingly and willfully engages in the prohibited conduct addressed in the Act [FAR 3.502-2 (b) and (c)].

(4) Small Business Utilization    

Loyola University Chicago is committed to supporting small business enterprises, including disadvantaged, women-owned, veteran-owned, service disabled veteran-owned and HUBZone business enterprises, in its purchasing programs. Categories of socially and economically disadvantaged small business enterprises are defined in FAR 19.001.  Small business enterprises are defined by the federal government in FAR 19.102. 

Policy Statement

Buyers Responsibilities

Department & User Responsibilities

Purchasing Department Responsibilities

Contact Information

Questions about these policies should be directed to the Loyola Purchasing Department, Purchasing Manager @ 5-8781. Questions regarding the specific requirements of external awarding agencies should be directed to the Sponsored Program Accounting Department @ 5-8730.

Loyola

1032 W. Sheridan Rd., Chicago, IL 60660 ยท 773-274-3000

Notice of Non-discriminatory Policy