Section 526.2044  Vendor List/Required Use

a)         How to Apply to be Placed on Vendor List

Vendor lists are maintained for various service and supply classifications. To be included on a vendor list, a person should submit a request to the SPO indicating the types of services or supplies for which solicitation information is requested.

b)         Application Form

1)         An applicant will be required to provide information concerning its form of organization and bank references, and may be required to provide sources of supply or other information to determine its responsibility and capability. The current Illinois Department of Human Rights (DHR) eligibility number is to be provided, as well as the Taxpayers Identification Number (TIN), also known as the Federal Employers Identification Number (FEIN), or Social Security Number.  Applicant will be furnished with a copy of the Vendor Financial Disclosure Form, which must be completed and submitted with each bid, proposal, or offer made to the University unless the bid, proposal, or offer is made in connection with a procurement that is exempt from the Code, within the small purchase limit for the type of procurement, a sole source procurement, or an emergency procurement.

2)         Applicants who are minorities, females, or persons with disabilities are encouraged to identify their status for certification purposes under the Business Enterprise for Minorities, Females and Persons with Disabilities Act.

c)         Addition of Vendor to List

Upon submission to the SPO of a completed application, the applicant's name may be placed on the active vendor list for the supply or service classification requested.  The SPO will specify in writing the reasons why any application is not accepted. The sending of an Invitation for Bids or other solicitation does not constitute a final or conclusive determination as to the responsibility and capability of a vendor. The bidder's qualifications and responsibility will be subject to continuous review, and the SPO may make a supplementary investigation as to the responsibility or qualification of any vendor at any time.

d)         Use of List

Invitations for Bids and other solicitations will be sent to vendors on the vendor list for supplies or services in question, except in the following cases:

1)         The vendor does not sell the particular commodity or equipment.

2)         The number of vendors for a procurement classification is of such magnitude that optimum prices may reasonably be expected without soliciting the entire vendor list.  The SPO may, if he/she determines that the best interest of the University would be served, rotate the selection from the list on any equitable basis.

3)         When the SPO determines that the best interests of the University will be served by limiting vendors to those in defined geographic areas (example: purchases of ready-mix concrete, perishables and equipment requiring immediate service).