Due to the COVID-19 crisis, the Procurement and Purchasing Department will be working remotely. For equipment needs, please see our Announcements page. Please note that we will work with our vendors to ensure timely delivery. Receiving at HSC will be working on a reduced schedule as will the Mailrooms at both WTC & LSC. If you are unable to reach them directly please contact Purchasing via email at PURCHASING@LUC.edu.
From the Finance Blog
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- Every non-federal entity receiving federal awards must have documented procurement procedures that reflect federal law, Uniform Guidance standards, and any state regulations.
- Entities should focus on the most economical solution during the procurement process, and must avoid using federal funds for the acquisition of unnecessary items. Organizations are encouraged to consider the use of shared services and intergovernmental agreements to foster greater economy and efficiency.
- Written conflict-of-interest policies are required. No employee or agent of the entity may participate in the selection, award, or administration of a contract funded by federal grant dollars if he or she has an actual or apparent conflict of interest.
- The organization must document the procurement steps and activities required to be completed. This includes the basis for the type of procurement, contract type, and the basis for the contractor selection and price. Please refer to the University Procurement Action Matrix located at the following link: https://www.luc.edu/media/lucedu/purchasing/pdfs/buyer_matrix.pdf
- Ultimately, the recipient of federal awards must maintain an appropriate level of oversight to ensure that contractors perform in accordance with the terms of their contract.
- Micro-purchase: Purchases where the aggregate dollar amount does not exceed $5,000 (or $2,000 if the procurement is construction and subject to Davis-Bacon). When practical, the entity should distribute micro-purchases equitably among qualified suppliers. No competitive quotes are required if management determines that the price is reasonable.
- Small purchase: Includes purchases up to the Simplified Acquisition threshold, which is now $250,000. Informal purchasing procedures are acceptable, but price or rate quotes (minimum 3) must be obtained from an adequate number of sources.
- Competitive proposals (RFx): Used for purchases over the Simplified Acquisition Threshold, which is currently $250,000. These procurement methods require formal solicitation, fixed-price or cost-reimbursement contracts, and is used when sealed bids are not appropriate. The contract should be awarded to the responsible firm whose proposal is most advantageous to the program, with price being one of the various factors. Sealed bids are used when the funding source requires the use of sealed bids.
- Noncompetitive proposals: Also known as sole-source procurement, this may be appropriate only when specific criteria are met. Be advised that the new Uniform Guidance has placed a greater level of scrutiny on the use of Sole Source procurements (2 CFR 200.320). Under the new guidance, UG has limited the use of sole (or single source) procurements to four distinct justifications. Those are:
- Product/service is only available from a single source;
- Public Emergency Procurement
- Federal Awarding Agency Authorization (the awarding agency specifically authorizes a non-competitive procurement after a written request from the Non-federal entity);
- Inadequate competition after solicitation of multiple sources
- “Continuity of research” justification is no longer an acceptable sole source justification.
- Every sole source will require a price/cost justification.
- Sourcing, pricing/quotations, Request For Proposal and Request For Information preparation
- Establishment and maintenance of vendor relationships
- Vending equipment placement and refund replenishment
- Maintenance of used furniture and asset redistribution
- Interior design services
- Lease-Buy Product Research
- Budget Preparation Support (Pricing information)