Illinois Central College
OP-12: Electronics Purchasing

The Purchasing department will conduct all purchasing transactions for the college. They will establish practical and efficient office procedures, records and systems that provide efficient acquisition of supplies, equipment and services for all programs. The Purchasing department will maintain a system of warehouse inventory control and account for available office equipment and supplies. In addition, they will coordinate the disposal of surplus and obsolete property. The Purchasing department’s goal is to provide excellent service to College departments while complying with applicable laws and guidelines. In an effort to provide an open, fair, and transparent procurement environment, all formal communications with vendors should be conducted through the Purchasing department. In discussions with vendors, employees are reminded that only the Purchasing department has the authority to commit the expenditure of board funds for supplies, equipment and services. Per section 3-27.1 of the Public Community College Act, it is the responsibility of the college to purchase the correct item of the desired quality at the best possible price. Price alone, or quality alone, are not valid determinants. Each factor must be weighed in relation to the other. Where quality, delivery and past service are equal, purchases shall be made from the lowest responsible vendor. There are several options available when competitively purchasing goods or services.  Small Purchases – Goods and Services (Up to $5,000) Small purchases up to $5,000 are to be processed using standard purchase order requisition and procurement card procedures.  Request for Quotation – ($5,000 - $24,999) Competitive written quotations must be secured from three responsible vendors on any item, group of items or services ranging in cost from $5,000 to $24,999.  Invitation to Bid – (over $25,000) Purchases of any item, group of items or services over $25,000 require an official invitation to bid. The award is made to the lowest responsible and responsive bidder. This is the preferred method of public procurement. The Invitation to Bid is most advantageous when clear, understandable specifications are available.  Request for Proposal A Request for Proposal (RFP) is typically used when price is a secondary factor in an evaluation. With limited exception, RFPs are not allowed on purchases over $25,000. RFPs may also be used where performance or characteristic specifications are not easily defined. With RFPs a “need" is stated and the bidders respond with a product or service to meet the need.

All technology/electronic purchases are restricted and must be initiated/processed with the assistance of staff in the Technology Services, Document Services, or Purchasing departments. This ensures that the appropriate staff member is specifying/considering purchases of computers, tablets, displays, televisions, and imaging equipment are EPEAT registered/Energy Star certified. Purchasing preference is given to electronics that are a minimum of silver or gold EPEAT registration level.