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Loyola University Chicago

Purchasing

Purchasing Manual

TABLE OF CONTENTS

1.0 Introduction to the Purchasing Function
  1.1 - About This Manual
  1.2 - Who Should Read This Manual
  1.3 - Overview of Purchasing at the University
  1.4 - Definitions
  1.5 - Contacts

2.0 General Policies on Ethics, Conflicts of Interest
       and Gifts

  2.1 - Ethical Guidelines
  2.2 - Conflict of Interest and Buying Ethics
  2.3 - Anti-Kickback Clause

3.0 University and Purchasing Policies and Guidelines
  3.1 - General Policy Statement
  3.2 - External Funding Regulations and Guidelines
  3.3 - Developing and Writing Specifications, Statements of
             Work (SOW) and Bids for Services
  3.4 - Competitive Bidding and the Purchasing Checklist &
             Bid Summary Form
  3.5 - University Procurement Card Program
  3.6 - Policy Statement on University Environmental  
             Sustainability Initiatives
  3.7 - Policy Statement on Using Small, Disadvantaged,
             Woman-owned, Veteran-owned, Service Disabled 
             Veteran-owed and HUBZone Businesses

4.0 Supplier Selection
  4.1 - General Concept
  4.2 - Pre-Qualified Supplier Program
  4.3 - Sole/Single Source Purchases
  4.4 - Bid Solicitation
  4.5 - Supplier Qualification
  4.6 - Supplier Suspension/Removal from Bidder's Lists
  4.7 - Evaluation of Non Pre-Qualified Supplier Offers and
             Negotiating With Non Pre-Qualified Suppliers

5.0 Purchasing Options and Services
  5.1 - Creating Purchase Requisitions
  5.2 - Making a Purchase with a Purchase Order
  5.3 - No Charge PO for Equipment Evaluation or Supplier  
             Loaned Equipment
  5.4 - Written Agreements & Contracts (License, Leases,
             Hotel/Conference Facilities)
  5.5 - Deliveries
  5.6 - Concealed Damage
  5.7 - Invoice Processing and Credit Memos
  5.8 - Prompt Payment Discounts
  5.9 - Surplus Furniture - Redistribution of Assets Program
  5.10 - Purchasing Responsibilities by Organization
  5.11 - Supplier Performance

6.0 Restricted Purchases
  6.1 - Carpeting and Furniture
  6.2 - Copiers
  6.3 - Equipment Leases
  6.4 - Insurance
  6.5 - Legal Services
  6.6 - Externally Funded Purchases
  6.7 - Trademark Licensing

7.0 Forms

Loyola

1032 W. Sheridan Rd., Chicago, IL 60660 ยท 773-274-3000

Notice of Non-discriminatory Policy