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Research and Grants Funded Purchasing

PURCHASING THRESHOLDS AND BIDDING REQUIREMENTS

NON-COMPETITIVE / SOLE SOURCE PROCUREMENT

CONSULTANT / INDEPENDENT CONTRACTOR AGREEMENTS ON GRANT FUNds

PURCHASE OF ANIMALS, HAZARDOUS MATERIALS, AND CONTROLLED SUBSTANCE

Fly America Act

Export Control and Import Customs Clearance

Purchasing Thresholds and Bidding Requirements

When purchasing goods or services with grant funds (3xxxxx), the purchase is subject to the Federal Uniform Guidance (UG) and Illinois Tech's Procurement policies and procedures. 

The UG procurement standards identify three thresholds for federal sponsored and grants related funding sources:

  • Micro-Purchase: $10,000 or less
  • Small Purchase: $10,000.01 - $250,000
  • Competitive Proposal: $250,000.01 or more

The various purchasing thresholds and quotes/bids requirement for Federal Sponsored and Grants related funding sources are summarized in the table below: Purchasing Thresholds Grants Related

use of competitively bid contracts for Purchase >$10,000 - < $250,000 on grant funds

Obtaining a minimum of 3 competitive quotes is required for almost all purchases > $10,000 - < $250,000 on grant funds.  However, the UG does allow for “piggybacking” off of existing contracts that were competitively bid.  Procurement Services provides the contracting method for all Illinois Tech Preferred Suppliers, and any contracts with the designation of Illinois Tech Competitively Bid or GPO Competitively Bid will satisfy the UB requirements.  You should also ask the supplier you are working with whether they have competitively bid public contracts, such as those with a government (federal, state, county, city, etc.) or a co-operative entity (E&IU.S. CommunitiesNJPANASPO Valuepoint etc.). 

Non-Competitive / Sole Source Procurement

When it is not possible to obtain competitive bids, a sole source justification that meets the acceptable criteria is required for purchases > $10,000

In general, a “sole source” procurement is defined as any contract entered into without a competitive process, based on the existence of one of four justifications. Specifically, to be considered a sole source, one of the conditions specified on the Sole Source Justification Form must be met, regardless of the funding sources. These are:

  • The item/service is available only from a single source;
  • The public exigency or emergency for the requirement will not permit a delay resulting from competitive solicitation;
  • The Federal awarding agency or pass-through entity expressly authorizes noncompetitive proposals in response to a written request from the non-federal entity (OSP/BMRA should route such a request to the federal agency and will manage such request as an Agency “prior approval” request); or
  • After solicitation of a number of sources, competition is determined inadequate.

In accordance with Uniform Guidance sections 2 CFR §200.320(f), entitled procurement by noncompetitive proposals, and §200.323, entitled contract cost and price, all requests using federal grant funds over $250,000 to purchase through a sole source will require a detailed cost breakdown from the supplier including the requested profit.

Please visit the Sole Source Procurement web page for more information.

Consultant / Independent Contractor Agreements on Grant Funds

If you are engaging consultants or professional services on sponsored research/grant related funds, please contact Office of Sponsored Research and Programs (OSRP) and they will assist you with the contracting process, including completing the Agreement for Consulting Services (Sponsored Research Related).

Purchase of Animals, Hazardous Materials, and Controlled Substance

Purchases of the following items are subject to additional Illinois Tech policies as well as Federal or State permits and special handling requirements and MUST be made by use of an itemized Buy It eMarketplace requisition and purchase order

  • Industrial alcohol (not denatured)
  • Lasers
  • Hazardous chemicals
  • Animals 
  • Drugs
  • Radioactive / nuclear materials

purchase of animals

The Standard Operating Procedure (SOP) for Animal Purchasing at Illinois Tech as determined by the Illinois Tech Institutional Animal Care and Use Committee (IACUC) and detailed as follows: 

  • All persons who enter a requisition to order animals should have the following information included on the requisition
    • Name of Principal Investigator
    • IACUC Protocol Number(s)
    • Animal Species
  • Procurement Services shall be provided with a “List of Authorized Animal Users” by the IACUC office, which will be kept current, for example, when new IACUC Protocol Numbers are assigned to PIs or when new PIs are added to the List of Authorized Animal Users
  • Procurement Services will only process requisitions that include: the name of Principal Investigator; the IACUC protocol number (which must match the list provided by IACUC and must not be expired); and are for the species specified by the protocol number.

For more information on using Animal Subjects, please visit the IACUC web page.

purchase of industrial alcohol (non-beverage)

Please follow the below steps when purchasing industrial / non-beverage alcohol:

  • Enter a requisition showing:
    1. The quantity of product you want to buy
    2. The exact location where the product will be stored
    3. The purpose for which the product will be used
    4. Confirmation that ALL the product will be used solely for the purpose listed in "c"
  • All this information must be provided for Procurement Services to process the requisition to a purchase order.
  • Upon receipt of an approved requisition, Procurement Services will prepare a purchase order listing the Federal Permit number and will also prepare an Illinois RL-4 Form.
  • A copy of the purchase order and the RL-4 Form will be sent to the Director of Environmental Health and Safety for review.  If satisfied, she will sign the RL-4 Form and return it to Purchasing for mailing to the State of Illinois.
  • Procurement Services will send the purchase order to the vendor with notice that the State of Illinois has been sent the RL-4.  Any correspondence regarding paperwork needed for the non-taxed/non-beverage alcohol purchase should be directed to Procurement Services.

Per policy Q.1. General Counsel is the only authorized signatory to State and Federal licenses.

purchase of hazardous material

Purchases of Hazardous Materials should be identified as such on the Buy It requisition through use of the item name, description, and/or Justification Note, and the utilization of the appropriate Account Code in the accounting / FOAP charge codes.

The resulting purchase order will be marked with a note related to the hazardous nature of the shipment.  A copy of the purchase order will be sent to the Director of Environmental Health and Safety.

Note: When marked "Hazardous", the vendor often charges an additional fee for special handling.  If the shipment is not hazardous, it should not be marked as such.

A best practice is to verify the hazardous nature of materials on an order at the time you are getting a quote.

purchase of radioactive material and radiation emitting machines

Illinois Tech's Radiation Safety Officer (RSO) is provided by a contractor, RSSI.  RSSI is responsible for safety and compliance and needs to be informed whenever there is a purchase of an item that produces ionizing radiation, either radioactive materials or a radiation producing machine.

Step 1: A requisition MUST be entered in Buy It eMarketplace by the requisitioning department containing the following information: 

  • The name of the Authorized User, who has been approved by the Illinois Tech Radiation Safety Committee
  • The radionuclide being acquired in the form of XX-NN, where XX is the elemental name and NN is the mass number, e.g. H-3, C-14, Zr-89, or Ac-225.  The elemental name and mass number identify a radionuclide
  • The quantity of the radionuclide expressed in units of curies (Ci), or subunits of the curie, i.e. microcurie (µCi) or millicurie (mCi)
  • The form, e.g. salt, oxalate, chloride, or thymidine

Step 2: Procurement Services will call the 847-965-1999 and request a control number for Illinois Tech, providing information including:

  • The name of the Authorized User
  • The radionuclide, quantity, and form
  • The expected arrival date
  • The vendor and PO Number

A one-time control number will be issued if the requisition/purchase order is approved by the Radiation Safety Officer, and it is used to track the order when it is shipped.

Take no action until a purchase order is approved for use.  Procurement Services will transmit the purchase order, including the control number, to the vendor.

Step 3: ALL radioactive material shipments will be delivered directly to the Radiation Safety Officer with tracking information emailed to the Authorised User by the vendor.

For radiation emitting devices (lasers and X-ray producing equipment) no control number is required, however, a copy of the purchase order must be sent to the Director of Environmental Health and Safety and to RSSI.

X-Ray Equipment, Parts, and Repairs

When an x-ray machine is being purchased no control number is issued however a copy of the purchase order must be sent to RSSI to assure that the equipment is installed safely, that it is registered with the state, and that it is in compliance with all state regulations.

Laser Purchases, Parts, and, Repairs

When a laser is being purchased, a copy of the purchase order must be sent to Illinois Tech's Laser Safety Officer to assure that the equipment is properly registered with the state and that it is installed and operating in compliance with all state regulations.

Fly America Act - Air Travel

Federal law (the Fly America Act) states those federal awardees and others undertaking federal government air travel between the United States and a foreign country or between foreign countries should use United States flag carriers to the maximum extent possible. This requirement is not affected by factors of cost and/or convenience. Codeshare flights are acceptable under the Fly America Act; however, in order for a flight to be in compliance, the code of a U.S. flag air carrier must be noted as part of the flight number on the airline ticket, flight coupon (boarding pass), or passenger receipt.

The practices specified by the Fly America Act may differ among Federal agencies. Accordingly, individuals traveling abroad whose travel will be charged to a Federal grant or contract should consult agency guidelines to ensure compliance with agency procedures and restrictions. Any questions or interpretation of Federal regulations should be directed to the designated departmental finance representative who may need to consult with Grant and Contract Accounting.

Please refer to Illinois Tech's Travel Policy for additional information.

Export Control and Import Customs Clearance

Export Controls

Export controls are U.S. laws and regulations that regulate and restrict the release of critical technologies, information, and services to foreign nationals, within and outside of the United States, and foreign countries for reasons of foreign policy and national security. The scope of export-controlled items is very broad and includes, but is not limited to, equipment, software code, chemical and biological materials, and technical data.  These laws and regulations, which include international sanctions programs, also restrict activities within certain countries (U.S. Department of the Treasury Sanctions Programs and Country Information) and with designated institutions, entities, and individuals, even if no controlled items are involved.  Export controls apply to virtually all fields of science and engineering and restrict both physical shipments and electronic transmission of information. These laws apply to all activities – not just sponsored research projects. 

Exports include:

  • An actual shipment or transmission out of the United States, including sending or taking a controlled item or information out of the United States in any manner,
  • Releasing or otherwise transferring (including verbally or visually) information about a controlled item to a foreign person in the United States (a "deemed export"),
  • Transferring registration, control, or ownership of certain controlled items to a foreign person, and
  • Use or application of controlled technology on behalf of, or for the benefit of, any foreign person or entity, either in the U.S. or abroad.

Please contact OSRP for additional information and assistance.

import customs clearance

All purchases from foreign vendors will require U.S. Customs clearance be handled using the services of Illinois Tech's designated International Freight Forwarder and Custom House Broker, E. Besler & Co.  E. Besler & Co. will assist Illinois Tech in arranging international freight, customs clearance, and insurance for shipments.

Requisitions for purchases of goods from foreign vendors (Imports) MUST clearly address insurance of shipment, customs brokerage, and delivery to Illinois Tech.  These charges are obtained from Illinois Tech's designated broker/forwarder.  This information must also be obtained for purchases involving shipments to a foreign vendor (Exports) for maintenance, repairs, and/or modification of Illinois Tech equipment.

Either the requisitioner can contact E. Besler & Co. directly or Procurement Services will make the contact at the time the requisition is received for the goods.  In any case, the requisitioner should be aware that E. Besler & Co. will charge a fee for services on top of freight, insurance, and customs charges.  Depending on the shipment and the country that the shipment is coming from, customs and tariffs charges can be significant.

For more information, please visit the How To Purchase From Foreign Vendors / Customs Clearance web page.