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Contracting for services

Dos and don'ts for services contracts

Get an estimate

Always obtain a written quote that includes scope of work, timetable, pricing, and any other pertinent information.

Get references

Always seek out personal references as you decide which designer to hire. Creative Services can make recommendations and can assist you in crafting questions to ask potential contractors.

Consider using the prime and preferred supplier list

These vendors have been selected by the Purchasing Division through a Request for Proposal (RFP) process. Because they already have a professional services contract with the university, orders for up to $99,999 may be placed with these vendors without further approval.

See the prime and preferred supplier database for the full list of vendors with University contracts. You'll need your ID number (from your staff ID) to search the site.

Please note that preferred venders of graphic design services are not listed in the database. A list of these venders is available from Mary Kent-Gehrt .

Get a contract for projects over $4,999

If the cost of your project is over $4,999, you must have a professional services contract in addition to a purchase order (unless you use a preferred supplier). The Purchasing Department provides both the contract and the purchase order in response to purchase requisitions.

It is not appropriate to artificially divide your project into component parts to appear to stay below the $4,999 threshold.

Get competitive bids for projects over $19,999

If the cost of your project is over $19,999, Illinois State law requires that it be competitively bid (unless you use a preferred supplier). You are required to send written specifications to Purchasing, along with a requisition. Purchasing will issue an RFP or bid for the services. Public Affairs can help you find appropriate vendors to bid on your specific project, based on your needs and the level of quality that is warranted.

Again, it is not appropriate to artificially divide your project into component parts to appear to stay below that threshold.

Remember, if you select a vendor from the prime and preferred supplier database and the job is under $100,000, you probably won't need to bid the project. (Double-check the information under the specific vendor in the database, or contact Mary Kent-Gehrt to be certain.)

Expedite the purchase-order process

To shorten the turnaround time for paperwork, always

  • Follow campus procedures
  • Fill out the Banner purchase requisition correctly. Banner automatically forwards the completed and approved requisition to Purchasing
  • Register for a Banner workshop
  • Banner handouts and training guides
  • Requisition questions? Call Kandra Miller (333-2224) for assistance.
  • Send a copy of the quote(s) and other pertinent attachments to Purchasing in a timely fashion via e-mail or by fax (239-6877). If there are unusual circumstances, contact the appropriate buyer by phone or e-mail. Remember, a purchase order cannot be processed the without the quote.  Therefore, if the department sends paperwork through campus mail and it takes a week for Purchasing to get the quote, processing the P.O. takes a week longer than it would have if the department faxed or e-mailed the quote.

Start the paperwork ASAP

You should begin the required paperwork as soon as possible for a project. Simply getting information to the contractor does not mean work on your project can begin. The purchase order and/or contract must be fully executed before any work can be done.

If everything is working smoothly and there are no unforeseen delays, a purchase order can usually be issued between a few days and a few weeks from when Purchasing receives the request. Please understand, though, that time frame depends on many variables.

  • Have all attachments been received?
  • Is the computer system working that day?
  • Was the requisition filled out correctly?
  • Is the supplier on the preferred supplier list?
  • If not, was all the information needed to issue a Purchase Order documented in the quote provided? 

Don'ts

Don't sign anything

Never sign any document on behalf of the campus (for example: quotes and contracts). That is the role of the purchasing officers in the Purchasing Division or representatives of the Office of Legal Counsel. If you've followed the rules for contracting for services and any disputes arise between the university and the supplier, the Office of Purchasing can act as a negotiator.

Don't proceed without a purchase order

Never allow a contractor to begin work without a purchase order. Without that authorization, you are putting the contractor at risk of not being paid for his or her work on your unit's behalf and yourself at risk of losing the “rights to data” for the work created for you.

Don't use your P-Card or invoice voucher

Campus policy prohibits use of the P-card or invoice voucher as payment vehicles for services. The proper procedure is to

  1. Obtain a quote from the supplier
  2. Submit a requisition through Banner
  3. Send a copy of the quote to Purchasing

Purchasing will issue a purchase order and/or contract approving the supplier to begin work.