Summary
The purpose of this procedure is to clearly define the College Procurement Guidelines, processes, and best practices. This procedure applies to all employees who procure items or render services on behalf of the College.
Body
| Department: Administration and Finance |
| Effective Date: November 29, 2023 |
| Revised Date: November 29, 2023 |
| Cabinet Approval Date: November 29, 2023 |
| Next Review Date: December 2026 |
| Policy: |
| Responsible Cabinet Member: Executive Vice President of Administration and Finance |
| Approved By: Sheila Quirk-Bailey |
Operational Standard/Purpose
The purpose of this procedure is to clearly define the College Procurement Guidelines, processes, and best practices. The mission of the Illinois Central College Purchasing Department is to maintain the highest level of professional ethics and integrity while providing efficient procurement services in accordance with state statute and Board of Trustees policy.
Scope/Applicability
This procedure applies to all employees who procure items or render services on behalf of the College.
Objectives
- The purpose of the Purchasing Department is to provide an open, fair, and transparent procurement environment prior to committing funds for supplies, equipment, and services.
- ICC recognizes the importance of increasing the participation of businesses owned by minorities, females and persons with disabilities in public contracts. It is the College’s policy to promote the economic development of business owned by minorities, females and persons with disabilities as outlined by the Business Enterprise for Minorities, Females and Persons with Disabilities Act, 30 ILCS 575/0.01 et seq.
- Some purchases must be coordinated through Technology Services, the Bookstore, Document Services, Marketing, Facilities, or Purchasing prior to procurement
- Expenditures that exceed $25,000 must be presented to the Board of Trustees at a scheduled monthly BOT meeting prior to procurement. The Requesting Department works with the Purchasing Department to prepare an expenditure recommendation to be reported in the Purchase Report.
- Monetary thresholds determine how goods and services must be purchased to ensure a fair procurement process and competitive pricing.
- (up to $10,000) Requesting Department can purchase from vendors at their own discretion.
- ($10,000-$24,999) Requesting Department obtains quotations from a minimum of three vendors and submits to Purchasing Department for approval prior to procurement. SSJ allowable when applicable.
- ($25,000 and beyond) Requesting Department works with Purchasing Department to issue a formal Bid or RFP. SSJ allowable when applicable.
- Requesting Departments must work with the Purchasing Department to coordinate Bids and Request for Proposals.
- If only one supplier is able to distribute something of explicit need, Sole Source Justification Statements are required prior to directly purchasing equipment, items, or services that exceed $10,000.
Additional Provisions/Information
The complete Illinois Central College Procurement Guidelines are included here as an appendix and are also available on the ICC Hub.
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