Business Office

Affiliated departments and school


Procurement Act

Effective July 1, 2003 - Threshold Amounts Effective July 1, 2010

Professional and Artistic Services

Requirements

Specific categories of services will be defined as Professional and Artistic Services by the Chief Procurement Officer for Higher Education.

Categories of services identified as Professional and Artistic Services must be acquired through a Request for Proposal (RFP) process on purchases of $20,000 or more.

A more complete listing of Professional and Artistic Services categories will be distributed by the Chief Procurement Officer for Higher Education, but at a minimum the following disciplines will be considered as Professional and Artistic Services: accounting, law, medicine, dentistry, and clinical psychology.

RFP solicitation must be publicly advertised in an electronic Procurement Bulletin at least 14 days before RFP opening.

Potential suppliers may submit information for the purpose of pre-qualifying to receive notice of solicitations for Professional and Artistic Service requirements. However, pre-qualification is not mandatory in order for a potential supplier to respond to a RFP.

Pre-qualified suppliers must be advised of RFP solicitations for Professional and Artistic Service categories for which they have been pre-qualified. RFP solicitations for Professional and Artistic Services must be made using standardized forms that require, at a minimum, the following information: 1) description of the goal to be achieved, 2) service to be performed, 3) need for the service, 4) qualifications that are necessary (including relative importance of particular qualifications), and 5) a plan for post-performance review.

(Note: The Purchasing Division will furnish departments with standardized solicitation forms prior to July 1st to assist in meeting this requirement.)

Department Considerations

Since most Professional and Artistic Service purchases were previously exempt from a competitive solicitation process, departments must plan such purchases in consideration of the additional time required to advertise and prepare a RFP solicitation on transactions of $20,000 or more.

Department must determine if service requested fall in the Professional and Artistic Services category. If it does not, then the general service requirement for handling via a bid/RFP process at the $10,000 level will apply.

Departments should submit a listing of any and all suppliers that they want to receive a copy of the RFP solicitation since a specific desirable supplier may not have submitted a pre-qualification statement.

Standardized solicitation documents which address certain specified information are required for Professional and Artistic Service RFP solicitations. Departments must provide the following information at the time of purchase request (Requisition, EOS Request): 1) description of the goal to be achieved, 2) service to be performed, 3) need for the service, 4) qualifications that are necessary (including relative importance of particular qualifications), and 5) a plan for post-performance review.

Since specific information is required to be incorporated in Professional and Artistic Service RFP solicitations, departments should consider that it may take additional time to gather the information needed to submit requests for such services to the Purchasing Division.

Departments should be aware that failure to provide sufficient information with the purchase request will result in additional delay in handling the transaction while the necessary information is being gathered.

If RFP responses for the requested service exceed $25,000, ranking and evaluation by price is required. If not taking the lowest bidder by price, the department must provide a letter explaining the rationale for not selecting the lower priced bidder(s). The rationale expressed should relate to the qualifications and/or criteria detailed in the RFP solicitation since this information will need to be published in the award notice on an electronic Procurement Bulletin in order to complete the transaction.

Since offers on Professional and Artistic Service RFP solicitations that exceed $20,000 must include required disclosure information, the department may have to select a high priced offer if the lowest respondent by price does not provide such disclosure information.

On transactions for Professional and Artistic Services and other Independent Contractor services under $5,000, the department can continue to use the "Memorandum of Understanding" form as provided in the "Business and Financial Policies and Procedures" manual. (See Section 17.1 of the manual)

On transactions for Professional and Artistic Services in the amount of $5,000 or more, even those that are under the RFP solicitation threshold ($20,000), or handled as a sole source or emergency purchase, the department must complete a standardized contract form that provides the required information, namely: 1) the information specified in the solicitation document (see above), 2) duration of the contract including, if applicable, a schedule of delivery, 3) method for charging and measuring cost (i.e. hourly, per day, etc.), 4) rate of remuneration (cost per hour, per day, etc.) and 5) the maximum price to be paid under the contract.

If the purchase is to be made as a sole source or emergency procurement, the department must submit a justification letter that is detailed and sufficient enough to withstand a challenge by others in consideration of the fact that the intent to make a sole source purchase or notice of an emergency purchase must be published in an electronic Procurement Bulletin. (See also Sole Source and Emergency Purchase topics)

Department should consider that if a challenge to a requested sole source procurement is found to be warranted, the purchase transaction may be withdrawn as a sole source and have to be handled under the RFP solicitation process resulting in further delay in completing the transaction.



University of Illinois at Urbana-Champaign
Business Office
School of Chemical Sciences
340 Noyes Lab
MC-712 Box D-3
600 South Mathews Ave.
Urbana, IL 61801
Hours:
Monday thru Friday
8:00 a.m. to 4:30 p.m.
Please send comments and suggestions to:
scs-procreimb [at] scs [dot] illinois [dot] edu


For accounting and grants questions, contact
scsgrants [at] scs [dot] illinois [dot] edu