Public Higher Education Bulletin

Terms Vendors Need to Know

Award
- A purchase order or contract issued in response to a bid (or proposal) made to the bidder who submits the lowest and best bid (or proposal) which conforms in all respects to the specifications, terms, and conditions of the bid (or proposal). In making awards universities may also consider the bidder's financial situation, potential ability to fulfill successfully the purchase order or contract terms and conditions, and past performance record.

BEP (a.k.a. MAFBE)
- Illinois Business Enterprise Program. The Illinois Business Enterprise Program for Minorities, Females, and Persons with Disabilities (also known as MAFBE) promotes the economic development of businesses owned by minorities, females, and persons with disabilities. The Business Enterprise for Minorities, Females, and Persons with Disabilities Act is designed to encourage state agencies to purchase needed goods and services from businesses owned and controlled by members of these groups.

Bid
- A vendor or supplier's offer or quotation specifically given in response to an invitation for bid issued by a university, usually in competition with other vendors or suppliers. Sealed bid openings are conducted as scheduled and are open to the public. Upon completion of the public opening, individuals outside the university are not allowed further information or review of the bids until after an award has been made.

CDB
- Capital Development Board (Illinois)

CMS
- Central Management Services (Illinois)

Emergency Purchase
- An emergency purchase may be made if:
  • Public health or safety is threatened
  • Immediate repairs are needed to protect university property against loss or damage
  • Immediate action is needed to prevent or minimize serious disruption in university services
  • Integrity of university records is threatened

Exemption
- a contract, that falls into one of five specific categories, that is exempt from the usual selection process in the Illinois Procurement Code.

Federal Excise Tax
- Public universities are exempt from federal excise tax. On orders subject to federal excise tax, universities will furnish, upon request, an exemption certificate.

IDOT
- Illinois Department of Transportation

IDHR
- Illinois Department of Human Rights

IDHS
- Illinois Department of Human Services

IITAA
- Illinois Information Technology Accessibility Act Standards

Invitation for Bid
- A document which invites a supplier, usually in competition with other suppliers, to submit prices and other information for a particular good or service which a university wishes to purchase.

Invoices
- A bill sent to a university requesting payment. It shows quantity, price, and nature of goods or services delivered. Vendors are required to submit all invoices as directed in any purchase order or contract. Any questions concerning billing, payments, or statements should be directed to the accounts payable office of the university.

Loaner/Demonstrator Equipment
- Vendors' representatives may provide demonstrator or loaner equipment for purposes of exploration and examination. This is done entirely at the option of the vendor and with no commitment by a university. Vendors are cautioned to secure a signed receipt from the authorized individual and to advise the purchasing department of this action.

MAFBE (a.k.a. BEP)
- Illinois Business Enterprise Program. See BEP.

Notice
- A brief summary of each solicitation and award over the bid limit published by the Public Higher Education Bulletin .

PPB
- Procurement Policy Board (Illinois)

Purchase Order
- A document (paper or electronic) which a university sends to a supplier to order particular goods and/or services. It authorizes the university to make the purchase. The purchase order, along with any attachments, is considered a legal contract.

Qualifications-Based Selection (QBS)
Construction-related professional services subject to the Architectural, Engineering, and Land Surveying Qualifications-Based Selection Act {30-ILCS 535} are exempt from the Procurement Code. The QBS process facilitates the selection of professional design firms on the basis of qualifications and competence in relation to the scope of the project.

Request for Information (RFI)
- A document which asks suppliers to provide information describing their ability to provide a good or service. Price may or may not be included. When used to secure real property leases, the RFI will include:
  • General description of the space desired
  • Type of property
  • Proposed uses of the property
  • Duration of the lease
  • Preferred location

Request for Proposal (RFP)
- A document which describes a university's need for goods or services and invites suppliers to submit information, including price, describing how the supplier can provide what is needed.

Request for Quote (RFQ)
- A document that invites suppliers to submit prices for a particular good or service which a university wishes to purchase.

Requisition
- A request from a university unit or department to the purchasing department identifying the good or service the department wishes to purchase.

Sole Source
- A supplier who is the only one capable of providing the technical expertise or proprietary goods required.

Tax Exemptions
- Sales to public universities are exempt from the Retailers Occupation Tax, Municipal Retailers Occupation Tax, and Use Tax. This exemption is set forth in a special Public Higher Education Bulletin dated July 10, 1961 by the Department of Revenue-State of Illinois.