7.3.5 Competitive Selection
Policy
When the dollar amount of a purchase is reasonably certain to reach the following limits, a sealed bid process must be followed:
- $20,000 for Professional and Artistic Services
- $25,000 for other Services, Equipment, and Commodities
- $30,000 for Construction
Sealed Bid Process
Sealed bidding is a formal bidding process conducted by the Purchasing Office. A pending sealed bid must be advertised on the Illinois Public Higher Education Procurement Bulletin Web site for a full 14 calendar days. Any vendor may request bid specifications from the Purchasing Office. Bid specifications include the bid opening date, time, and location. Vendors have until 2:00 p.m. on the opening date to submit bids to the Purchasing Office. Sealed bids are publicly opened. The lowest responsive (meets all specifications of the bid) bidder is awarded the bid. Justification must be provided and approved if a department does not want to accept the low bid.
Request for Proposal (RFP) Process
The Request for Proposal process is a variation of the sealed bid process where price is not the first consideration. This may be used where matters of service, maintenance, or non-price issues are of paramount importance. The factors that will be considered for the award must be detailed in the bidding documents. The same advertising and bid opening constraints apply to the RFP process as in the sealed bid process. A team is typically formed to evaluate responses and recommend an award.
Procurement Preferences
The following are some of the preferences allowed by the Illinois Procurement Code:
- Soybean oil based ink – Printing contracts shall specify the use of soybean oil based ink unless it is determined that another type of ink is required to assure high quality and reasonable pricing.
- Recycled Materials – A qualified bidder who will supply products made of recycled materials may be given preference over other bidders who are unable to do so, provided the cost is not more than 10% greater than the cost of products not made of recycled materials.
- Recyclable Paper – All paper purchased must be recyclable paper unless it does not meet the requirements of the University.
- Correctional Industries – Approved items produced or manufactured by persons confined by the Illinois Department of Corrections shall be given preference. Such procurements may be made without advertising or bidding.
- Sheltered Workshops for the Severely Handicapped – Purchases may be made from an approved shelter without advertising or bidding.
- Gas Mileage – Bids for purchase or lease of vehicles must specify a model that can achieve at least the minimum average fuel economy imposed under Title V of The Motor Vehicle Information and Cost Savings Act.
- Illinois Agricultural Products – Preference may be given to a qualified bidder who will fulfill the contract through the use of agricultural products grown in Illinois.
- Corn-Based Plastics - Preference may be given to a qualified bidder who will fulfill the contract through the use of plastic products made from Illinois corn by-products.
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