1V3

Higher Ed Procurement

Where do I start?

July 2015

2V3

Big Picture

There are four main paths through the process1. Special Cases2. Less than $5000 Purchases3. “Small Purchases” greater than $5000 but less

than the “bid” limit for the type of material being purchased

4. Bid – Formal Competitive Bidding

What are these Bid Limits?•Professional/Artistic Services $20K •Supplies and Services $55.8K•Construction $78.3

Effective 7/1/15

3V3

Special Cases

• Are you buying furniture?• Are you renewing a contract that was

originally awarded via a formal bid?• Is this an Intergovernmental Agreement

procurement? (another State of Illinois agency, school or university)

• Is this a printing job with a value of more than $10,000

See the APO/Procurement Services Manager

4V3

Less than $5000 Purchases

1. Starter Tool (HE Starter Tool.xlsx found in IMSAGLOBAL\Procurement\2 Tools)

This will guide you through the Higher Ed exception cases (currently on hold pending legislation)

2. Follow the HE Procurement Less Than 5K Purchase Guide.pdf (found in IMSAGLOBAL\Procurement\3 Guides)

3. Use and Save Procurement Notes Procurement Notes Template.pdf (found in IMSAGLOBAL\Procurement\6 Checklists)

4. At the end, fill out and save the checklist Requestor File Checklist.pdf (found in IMSAGLOBAL\Procurement\6 Checklists)

5V3

Small Purchases

1. Starter Tool (HE Starter Tool.xlsx found in IMSAGLOBAL\Procurement\2 Tools)

This will guide you through the Higher Ed exception cases (currently on hold pending legislation)

2. Follow the HE Procurement Small Purchase Guide.pdf (found in IMSAGLOBAL\Procurement\3 Guides)

3. At the end, fill out and save the checklist Requestor File Checklist.pdf (found in IMSAGLOBAL\Procurement\6 Checklists)

6V3

Formal Bid

1. Starter Tool (HE Starter Tool.xlsx found in IMSAGLOBAL\Procurement\2 Tools)

This will guide you through the Higher Ed exception cases (currently on hold pending legislation)

2. Follow the HE Procurement Formal Bid Purchase Guide.pdf (found in IMSAGLOBAL\Procurement\3 Guides)

3. At the end, fill out and save the checklist Requestor File Checklist.pdf (found in IMSAGLOBAL\Procurement\6 Checklists)

• NOTE: All forms are found at https://www.imsa.edu/imsa-procurement-forms-and-instructions (log-in required)