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 Higher Education Chief Procurement Office.
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. Effective August 9, 2017, the small purchase thresholds for procurements under the authority of the CPO for Higher Education will be as follows:
Supplies & Services: not exceeding $100,000 (adjusted from $80,000 in accordance with Public Act 100-043)
Construction: not exceeding $100,000
Professional & Artistic Services: less than $100,000 (adjusted from $20,000 in accordance with Public Act 100-0043)
Architect/Engineering/Land Surveying: Less than $25,000
Real property and Capital Improvement leases: Less than $100,000 (Must also be less than 10,000 sq. ft.)
IMSA current bids, as well as current awards, are advertised in the Illinois Procurement Bulletin Public Institutions of Higher Education. 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’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 Business and Financial Services will be required to authorize payment.
Questions or concerns about this policy may be addressed to the Office of Business and Financial 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 Illinois Procurement Bulletin Public Institutions of Higher Education.
Small Business Set-Aside Program (SBSP)
Small businesses in Illinois are a major creator of new jobs and the engine for our state’s economic growth. When state government procures goods and services from Illinois’ small business owners, tax dollars remain in our local economies longer. The Small Business Set-Aside Program (SBSP) promotes contracting with small businesses by “setting aside” certain types of purchases. Only qualified SBSP vendors may compete for the contracts. Applying for SBSP is part of registering in the Illinois Procurement Gateway (IPG) at https://ipg.vendorreg.com.
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 Business Enterprise for Minorities, Women, and Persons with Disabilities Act (30 ILCS 575/). 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 Business Enterprise for Minorities, Females, and Persons with Disabilities Act
The Business Enterprise Program 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 Certification Portal 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 Illinois Department of Central Management Services Business Enterprise Program.
Please e-mail Carla Carreno, Agency Procurement Officer, at firstname.lastname@example.org. 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.