509.00 Purchasing

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Contracts

The college may be committed to the purchase of goods or services through the execution of a contractual agreement signed by the President or Vice President of Business Affairs. However, contracts for supplies, materials, and work involving expenditures in excess of $25,000, pursuant to Section 805/3-27.1 of the Illinois Public Community College Act, shall be approved by the Board of Trustees.

Purchase Orders

The college may be committed to the purchase of goods or services through the execution of a purchase order signed by the Vice President of Business Affairs. In the absence of the Vice President of Business Affairs purchase orders may be signed by the President or in his absence an administrator designated to act on behalf of the President and Vice President. Purchase orders may be signed by a supportive staff member designated by the Vice President of Business Affairs under the following conditions:

  1. If a purchase order is for $500 or less.
  2. The request for purchase order has been signed by a line officer reporting directly to the President.
  3. The proposed expenditure is within the approved budget.

Competitive Bidding

Except in the case of contracts for professional services and those items which by their very nature are not amenable to the bidding process, all contracts and purchase orders will be executed only after the solicitation of competitive bids in accordance with state statute, specifically 110 ILCS 805/3-27.1, and subject to the following:

  1. Purchases from $1 up to $5,000
    May be initiated and processed without obtaining quotations from several vendors, unless it is felt that this information will be helpful in the search for the best quality at the most economical price. It is assumed that the staff member will use good judgment in his/her purchasing investigations. Purchases in this category do not need prior Board approval.
     
  2. Purchases from $5,000 up to $10,000
    Competitive price quotations (telephoned or written) from at least three potential vendors, when possible, shall be obtained by the staff member. This information should be typed or written clearly on a piece of paper and attached to the purchase order request before submitting through the routes of approval. The note should indicate which item is being selected and include all other necessary information. Purchases in this category do not need prior Board approval.
     
  3. Purchases from $10,000 up to $25,000
    Requests for written quotations from potential vendors shall be sought through the Business Office. Purchases in this category need prior Board approval.
    1. The Division Chair/Administrator (or his/her representative) must submit a list of 3 to 5 possible vendors and the specifications for the needed material to the Business Office. In-district vendors shall be included whenever feasible.
    2. The Business Office will send the three (3) to five (5) potential vendors:
      1. a letter inviting the firm to respond to the quotation by a desired deadline;
      2. a set of specifications for the materials/services ; and
      3. a copy of the policy for quoting on material.
    3. When the deadline arrives, the Division Chair/Administrator (or his/her representative) will review the quotations received and recommend the lowest responsible firm that offers the lowest price while meeting the specifications required, except that where an immaterial price differential separates an in-district vendor and a vendor outside the district, consideration shall be given to awarding the purchase to the in-district vendor.
    4. All quotations including a recommendation and a copy of the specifications should be attached to the purchase order. A purchase order request will then be submitted to the Office of Business Affairs.
       
  4. Purchases of $25,000 and up
    Sealed bids shall be solicited following the requirements of the Illinois Public Community College Act 110 ILCS 805/3-27.1. Purchases in this category must have prior Board approval.
    1. The Division Chair/Administrator (or his/her representative) must submit a list of potential vendors, the specifications for the needed material, and an estimated cost of purchase to the Business Office.
    2. The Business Office will submit the proposed bid to the Board of Trustees for approval.
    3. Upon Board approval, the Business Office will:
      • place an ad under "sealed bids" in the local paper; and
      • send the potential bidder a letter inviting the firm to respond by a desired deadline, a set of specifications, and a copy of the policy for bidding on material.
    4. When the deadline arrives, the Division Chair/Administrator (or his/her representative) will review the bids received and recommend the lowest responsible bid meeting the specifications required.
    5. The Business Office will submit the awarded bid to the Board of Trustees for approval.
    6. Upon Board approval, the Business Office will prepare and send out to the vendor awarded the bid, a purchase order and a letter notifying vendor of award/approval. They will also send the non-awarded vendors a letter notifying of non-award.
       

  5. Construction Contracts
    Contracts for repair, maintenance, remodeling, renovation, or construction, or a single project involving an expenditure not to exceed $50,000 and not involving a change or increase in the size, type, or extent of an existing facility shall be let as follows:

    Specifications for the project will be developed by the administration.

    Written quotations based upon the specifications will be obtained from potential contractors and shall be submitted along with a recommendation for award and a purchase order request to the Business Office. Purchases in this category do not need prior Board approval.

  6. Green Purchasing
    KCC is committed to the use and purchase of environmentally and socially responsible materials and products.

    It is the policy of KCC to require purchase of products and services that minimize environmental and health impacts, toxics pollution, and hazards to worker and community safety and to the larger global community to the greatest extent practicable; however; it is not the intent of this policy to require a department, buyer or contractor to take any action that conflicts with local, state or federal requirements or to procure products that do not perform adequately for their intended use, exclude adequate competition, or are not available at a reasonable price in a reasonable period of time.

  7. Emergency Purchases
    Board approved emergency purchases that would otherwise have been required to be advertised for bid shall be ratified at the next regularly scheduled Board meeting by ¾ of its voting members of the purchase as an emergency exception in accordance with 110 ILCS 805/3-27.1(m).
     

  8. Higher Education Purchasing Consortia
    Entities such as, but not limited to, the Illinois Community College System Purchasing Consortium, (ICCSPC), Illinois Public Higher Education Cooperative (IPHEC), Educational and Institutional Cooperative Services (E & I Cooperative Services), or state purchasing offices, such as Central Management Services (CMS) offer the College volume pricing discounts on many products and services the College uses in its operations. The Vice President of Business Affairs is hereby authorized and directed to execute on behalf of KCC, all necessary forms, applications, requisitions and other documents related to the purchasing consortia. The College may participate in joint purchasing programs in accordance with all applicable State laws and regulations.

    All purchases of items not subject to competitive bid in accordance with state statute, specifically 110 ILCS 805/3-27.1(m) may be made by the Vice President for Business affairs without advertising for bids and without requiring price quotations. If for any reason competitive bid or price quotations are deemed advisable by the Vice President for Business Affairs, they will be obtained, and awards made, on the basis of conformance to specifications and the amount of the bids. Purchases in this category do not need prior Board approval.

  9. Business Enterprise for Minorities, Females, and Persons With Disabilities Policy
    Pursuant to 30 ILCS 575, it is the College’s policy to promote the economic development of businesses owned by minorities, females and persons with disabilities. As a way of measuring our efforts and commitments to this purpose, the College will set aspirational goals for the awarding of construction, professional service, and state contracts to businesses owned by minorities, females, and persons with disabilities.

Procurement

The procurement policy of Kankakee Community College will not discriminate against the procurement of recycled-content products. Products with recycled-content shall be procured wherever and whenever cost, specifications, standards and availability are comparable to products without recycled-content.

Purchasing Policy for Energy Efficient Products

Kankakee Community College shall, whenever feasible, purchase items certified under the U.S. Environmental Protection Agency Energy Star program. Such equipment will include, but is not limited to, computers, appliances, instructional equipment, motors, pumps, food service equipment, and electronic equipment.

It is not the intent of this policy to require a department, buyer or contractor to take any action that conflicts with local, state or federal requirements or to procure products that

do not perform adequately for their intended use, exclude adequate competition, or are not available at a reasonable price in a reasonable period of time.

For purchases of equipment that are covered under state contracts in which there is no Energy Star certified equipment, purchasers will determine if Energy Star equipment is available in the marketplace, and if it is, will competitively bid those items considering Energy Star certification as necessary criteria to meet the campus sustainability commitment.

Sale/Disposal of College Property

The college disposes of surplus property in accordance with the Illinois Public Community College Act 110 ILCS 805/3-41. If the item was purchased with state or federal grant funding, disposal must also follow the Code of Federal Regulations Procurement Standards. The Vice President for Business Affairs is hereby authorized and directed to execute on behalf of KCC all necessary document related to sale/disposal of college property.

Finances