Loyola University Chicago

Purchasing

Purchasing Policy

Loyola operates in a decentralized purchasing environment (i.e. without Purchasing Authority). Responsibilities are conducted in an ethical manner that is compliant with government regulations.  Transactions are documented as required, and carried out with fiscal responsibility. The Purchasing Department works to assist stakeholders (those who have influence into the acquisition decision-making process) in fulfilling these obligations in an effort to ensure consistent purchasing practices across the institution.  The overall goal of Purchasing's policies and procedures is to guide the acquisition of goods and services in accordance with LUC's mission and the law.

The Purchasing Department manages LUC's Pre-Qualified Supplier program in an effort to leverage Loyola's spend with suppliers which offer competitive pricing and added value, and which have signed Master Agreements with Loyola.  It is normally in the best interest of the University to use Pre-Qualified Suppliers whenever possible.  The use of non-Pre-Qualified Suppliers, while permitted, requires additional supporting documentation (i.e. competing quotes) for orders of $5,000 or higher.  Required documentation is outlined in this Matrix https://www.luc.edu/media/lucedu/purchasing/pdfs/buyer_matrix.pdf and detailed on the Purchasing Checklist and Bid Summary.

Additional guidance on proper procurement mechanisms can be found on the Requisition Guidelines page.  For information on the Procard program, see http://www.luc.edu/finance/procard.shtml. The Manual (https://www.luc.edu/purchasing/purchmanual/index.shtml) describes our policies and procedures, including collaboration with Sponsored Program Accounting (SPA).

Loyola University Chicago is committed to supporting small business enterprises, including disadvantaged, minority-owned, 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 while small business enterprises are defined by the federal government in FAR 19.102, and are subject to further guidance under 2 CFR 200.321.

Loyola is required under the Code of Federal Regulations, Part 200 Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards (“Uniform Guidance”) and by Federal Acquisition Regulations (FARs) to establish a competitive environment for the purchase of goods and services.  
 
The Competitive Threshold for purchases at LUC is $5,000. Purchases equal to or exceeding this amount require the establishment of competition. Buyers and Users are required (where multiple vendors can be identified) to solicit competitive bids or proposals, and to make the purchase from the lowest evaluated responsible supplier. All non-competitive acquisitions at or above the Competitive Threshold must be adequately and appropriately justified and documented. Supplier bids, quotations and proposal information are generally considered confidential and should not be disclosed or discussed with other suppliers.

LUC's Pre-Qualified Suppliers are evaluated regularly to ensure their prices, service, and quality are at competitive levels. In most cases, an order totaling $250,000 or less to be placed with a Pre-Qualified Supplier requires no further bidding.