Procurement for the Illinois Mathematics and Science Academy
All purchasing activities for the Illinois Mathematics and Science Academy (IMSA) community are governed by the Illinois Laws Governing Procurement Code and the Procurement Rules of the Chief Procurement Officer
While there are many larger purchases that require the use of the Sealed Bid or Request for Proposal procedures, there are also many other orders for items which local vendors may be able to provide. Smaller dollar purchases may use some other competitive selection process. The type of purchase establishes the dollar threshold for an order requiring the use of the formal bidding process, as follows:
For Professional and artistic services: Less than $20,000.00
For purchases of Supplies & Services: Greater than $55,800.00
For construction-type work: Greater than $78,300.00
For Architect/Engineering/Land Surveying work: Less than $25,000.00
For Real property and Capital Improvement leases: Less than $100,000.00 (Must also be less than 10,000 sq. ft.)
Other exceptions granted to IMSA (contact Procurement)
IMSA current bids, as well as current awards, are advertised in the Illinois Higher Education Procurement Bulletin. This is a web-based Internet site available without charge to all potential bidders. Notices for upcoming Bids and Requests for Proposal appear in the Procurement Bulletin for a minimum of 14 days. IMSA has also recently began placing entire bids on this web site, available for direct downloading by vendors. The web site is available 24 hours a day and also carries bid notices for the other 12 Public University Purchasing Offices of Illinois Public Education.
The Procurement Services Department at IMSA is the only department that is authorized to prepare and issue purchase order obligations for the academy.
IMSA’s purchasing system requires a formal written purchase authorization in order to initiate a business transaction between a vendor and IMSA. Without a written purchase order prepared by the Office of Business and Financial Services, or an order with a required contract document prepared by the Procurement Services, IMSA may not initiate payments on invoices submitted. IMSA may also not honor invoices dated prior to the issue date of the related purchase order.
Where a two-party signed agreement is required, no work on any such procurement should begin until all authorized parties to the contract have signed a formal written document.
If a vendor ships goods or provides services to IMSA without having a valid purchase order, IMSA is not obligated to pay the invoice - only a valid Purchase Order provides that obligation. This is true even if an IMSA employee requests of a potential vendor that items be shipped or services provided.
True emergency situations do occur from time to time that may require goods to be shipped or services performed before a purchase order can be issued. Should that occur, written authorization from the Office of Procurement Services will be required to authorize payment.
Questions or concerns about this policy may be addressed to the Procurement Services Manager.
Businesses interested in becoming vendors are urged to make contact with the office of Procurement Services. IMSA is always looking for qualified vendors who can provide quality goods and services required to operate the academy. An important first step for any business desiring significant work with the academy is to register as a vendor on the State of Illinois Higher Education Procurement Bulletin. See the information as follows at Doing Business with Universities
State of Illinois Business Enterprise Program (BEP)
IMSA is encouraged to purchase needed goods and services from businesses owned and controlled by Minorities, Females, and/or Persons with Disabilities in accordance with the Illinois Business Enterprise for Minorities, Females, and Persons with Disabilities Act, effective August 28, 1994. Under the State of Illinois Business Enterprise Program (BEP), organizations once certified and approved, may have their Illinois sales transactions used in reporting progress toward meeting pre-established agency and academy goals. In return, businesses may receive added exposure for their products and services, as well as, the possibility for expanded opportunities statewide. IMSA is committed to creating an equitable and competitive business environment through encouraging campus departments to proactively consider qualified certified business owned by minorities, females and persons with disabilities for their contracting needs in accordance with the Minority and Female Business Enterprise Act (MAFBEA).
The Minority and Female Business Enterprise Program (MAFBE) is an academy initiative committed to vendor diversification by ensuring that businesses with ownership meeting the definitions “minority,” “female,” and “persons with disabilities,” are included in the academy procurement process. Only Illinois Certified vendors are recognized by the academy’s BEP program. Faculty, staff, and student organization representatives should search the State of Illinois BEP Vendor Database for vendors that have been certified by the State of Illinois under the Business Enterprise Program (BEP). Vendors who wish to have more information about certification should contact the Procurement Office at (630) 907-5036 or visit the Sell 2 Illinois Web Site.
Please contact Carla Carreno, Procurement Services Manager, at 630-907-5036. The address is 1500 Sullivan Road Aurora IL 60506, as given in the Bidder Application Form. The main office phone number is 630-907-5031, (FAX 630-907-5976) and hours of operation are Monday through Friday, 8:00 a.m. to 4:30 p.m.