Pre-Qualified Supplier Program
Power Point Presentation regarding the Pre-Qualified Supplier Program: PRE-QUALIFIED AND PREFERRED SUPPLIER PROGRAM
Loyola University Chicago operates under a decentralized Procurement program. As a result, departments should engage with Pre-Qualified Suppliers and Service Providers whenever practical and practicable for the acquisition of goods and services. A Pre-Qualified Supplier is one that has completed a formalized and competitive selection process and has been chosen by the University as a supplier or provider who can provide products, materials and/or services that are in the best interests of the University as related to quality of products, materials and/or services; length of contract; advantageous pricing; payment methodologies; delivery practices/performance; supplier operational support and services; ethical business practices; and social and community support. Additionally, Loyola University Chicago incorporates commodity management strategies that allow the University to negotiate best price and service agreements for specific goods and services and to formalize the relationship with certain suppliers. This strategy ensures the best overall value to the University community and increases business potential for suppliers. Suppliers of goods and services that are part of these commodity groups participate in open competition through proposal and negotiation to qualify for status as a Loyola University Chicago Pre-Qualified Supplier. Once a Pre-Qualified Supplier has been selected for each commodity group, that company will become the primary supplier to the University.
A single or sole source may be identified as a Pre-Qualified Supplier as long as the Purchasing Department can provide adequate and complete justification for the designation. Sole source procurement, or non-competitive procurement may be appropriate only when specific criteria are met. Be advised that the new Uniform Guidance has placed a greater level of scrutiny on the use of Sole Source procurements (2 CFR 200.320). Under the new guidance, UG has limited the use of sole (or single source) procurements to four distinct justifications. Those are:
- Product/service is only available from a single source;
- Public Emergency Procurement
- Federal Awarding Agency Authorization (the awarding agency specifically authorizes a non-competitive procurement after a written request from the Non-federal entity);
- Inadequate competition after solicitation of multiple sources
- “Continuity of research” justification is no longer an acceptable sole source justification.
- Every sole source will require a price/cost justification.
A Pre-Qualified Supplier must agree to sign a University contract or agreement which identifies all the terms and conditions under which the contract or agreement will operate.
Non Pre-Qualified Suppliers may be used with the understanding that a) the probability of the best deals are with Pre-Qualified Suppliers due to volume discounts, b) transactions which exceed the competitive threshold of $5,000 require added steps (including but not limited to, multiple quotes) by the buyer to justify and properly document the order (utilizing the Procurement Action Matrix), and c) buyers must negotiate the applicable sales terms and conditions with the supplier along with the method of order and payment (Lawson Purchase Order, Check Requisition, or Procurement Card, as applicable: see Requisition Guidelines for more information. Any requisitions submitted to Procurement Services requesting the use of a non-Pre-Qualified or Preferred Supplier will be reviewed and analyzed by the Procurement Services staff to ensure that a more adequate supplier is not on file. Any changes to the the requested vendor will be communcated back to the requesting department with a detailed description of why the change was initiated.
The University’s procurement process has advantages to both the supplier and the University. For the supplier, the main features are pre-negotiated terms and conditions for each order, price verification for speed of payment, single point of University contact, the ability to market products to the entire campus with Loyola Procurement Services assistance, fewer supplier quotations under contract conditions, and the potential for a higher volume of business.
For the University, this process provides 1) a list of Pre-Qualified Suppliers who have already accepted a) negotiated commercial and/or federal government terms and conditions of sale, b) negotiated pricing or discount structures, and c) University performance standards; 2) a reduction in administrative burden with less need for quotations and documentation required on each order; 3) campus access to authorized contract pricing and discounts; and, 4) in many cases a supplier dedicated web site for campus ordering.
To become a Pre-Qualified Supplier, a company must comply with certain Loyola requirements for the program. Those requirements are as follows – The supplier must:
A. Quality of Service Considerations:
- be willing to negotiate any supplier pre-established minimum order quantities or amounts;
- be willing to negotiate delivery requirements (i.e., desk-top delivery versus central receiving, etc.);
- be willing to guarantee delivery schedules as identified at the time of order acceptance;
- ship all orders F.O.B. Destination, Freight Pre-paid and Allowed;
- agree to only provide products/services that meet or exceed all industry safety standards;
- provide a reasonable, industry competitive warranty for all products and services;
- once properly informed, must have the ability to assure compatibility with existing equipment;
- offer a minimum thirty (30) day product evaluation/acceptance period;
- identify/appoint a single point of contact for placement of orders;
- identify a technical point of contact to provide product/service technical advice; and
- identify an electronic mode of ordering
B. Economic Considerations:
- be willing to pre-establish definitive price or a discount pricing structure which will not be upwardly modified for a minimum period of one (1) year;
- be willing to negotiate price increase limitations over the life of any agreement;
- guarantee that prices are the lowest considering volume discounts, educational discounts and governmental discounts, as applicable;
- be willing to allow the University to retain the right to compete any single transaction which exceeds $25,000.00 depending upon the commodity.
C. Mode of Operation Considerations:
- sign a Pre-Qualified Supplier or similar agreement;
- accept the University’s Pre-Qualified Supplier Agreement (PSA) General Terms and Conditions, the General Terms & Conditions and Instructions for Purchases, and any other referenced documents, including federal government flow-downs and certification requirements in accordance with Uniform Administrative Requirements, Cost Principles and Audit Requirements for Federal Awards in the Federal Register (2 CFR 200);
- have the ability to accept a Visa Credit Card (called the ProCard Card) at the time of order, or accept ACH payments;
- be willing to work toward direct web ordering capabilities, including the ability to handle the University’s accounting code, and/or interface directly with the University’s Lawson automated financial system (and future upgrades);
- provide a packing slip in all packages that identifies the University’s delivery location (i.e. Bldg and Room #) and purchase order number;
- be willing to accept a thirty (30) day no-charge return policy;
- be able to provide monthly usage reports per University specifications.
There may be cases where, in the best interests of the University, one or more of the above identified requirements may not be invoked. In such cases, the potential Pre-Qualified Supplier must still meet all other requirements (or negotiate a mutually acceptable alternative). Any resulting agreement must be approved by the Associate Vice President, Financial Administration and Compliance, prior to the formalization of the Pre-Qualified Supplier relationship.