Purchasing

Vince Butera, Director
Phone: (847) 578-8374
Fax: (847) 578-3426
email:
purchasing@rosalindfranklin.edu

Mission Statement

The mission of the Purchasing Department is to support all academic, research, clinical, and administrative departments within the four schools, including the University Clinics and all clinical residency programs offsite. This support consists of maintaining, at all times and under all conditions, an orderly flow and continuous supply of goods and services necessary for all department operations and research development.
The goals of the Purchasing Department include:

    • Develop and maintain policies and procedures associated with the acquisition of goods and services.
    • Facilitate the vendor selection process.
    • Negotiate lower pricing and greater levels of service with vendors.
    • Develop programs and alternative purchasing methods which promote cost savings and improve efficiencies.
    • Foster long-term ethical supplier relationships to include and open and competitive atmosphere with the vendor community.
    • Provide meaningful solutions and answers to the faculty, staff, and students on various purchasing matters.

There are internal and external policies, guidelines, and procedures associated with many of the goods and services utilized by the University. Please consult the Purchasing Department if you have any questions regarding your purchase prior to initiating a requisition for purchase.

Information for Vendors

Please read the following carefully. The basic terms and conditions set forth in this document apply to all University purchases from vendors.
 
Purchasing Authority
The Purchasing Department is the sole entity authorized to make commitments against Rosalind Franklin University accounts for the acquisition of goods and services. All purchase orders must be created and submitted to vendors by the Purchasing Department, except those orders initiated by approved Purchasing Credit Card (PCard) holders.
 
Order Confirmation

When a vendor receives an order for goods and/or services, a confirmation is required. This confirmation shall include the price to be charged, any associated fees (such as shipping and handling, installation charges, and/or setup fees), anticipated date of delivery, and order confirmation number. Should the vendor forgo the confirmation process, then the prices and terms put forth by the University are considered “agreed upon” by the vendor and will represent the legally binding contract for purchase. When orders are placed with a University Purchasing Card, this confirmation can be made verbally at the time of order.

Confirmations can be sent to the Purchasing Department via fax (847-588-3246) or email (purchasing@rosalindfranklin.edu).

Purchasing Department Contacts

General inquiries can be sent to purchasing@rosalindfranklin.edu.

For Purchase Order and Service Order Terms and Conditions click here.

Helping You Succeed
The Purchasing Department staff is committed to helping all qualified vendors have a mutually beneficial business relationship with Rosalind Franklin University.  We recommend you call and schedule an appointment prior to visiting an employee of the University, including any Purchasing Department staff.  Our Purchasing Department staff will be better prepared to meet with you and discuss business opportunities. The Purchasing Department assists University Departments by identifying qualified bidders, preparing competitive bid documents, coordinating the bid process, and analyzing vendor bid responses. It is in the University’s best interest to continually search for new sources and to foster new business relationships. If you are contacted directly by a faculty or staff member, please contact the appropriate Purchasing Department team member, as listed in the Purchasing Department Contacts link above. This will ensure the proper University policies and procedures are followed and will save you time and effort. The Purchasing Department assists prospective vendors by identifying potential opportunities, sharing vendor information with Departments, and helping vendors understand University policies and bidding procedures. The Purchasing Department also assists vendors in resolving problems regarding the Purchasing process and purchase orders.

University Vendor List
Vendors wanting to be added to the University’s Vendor List must submit their company information, along with a completed Vendor Registration Form and W9 tax form, to the Purchasing Department. Information received by the Purchasing Department will be evaluated for applicability and kept on file for current/future projects.   Submission of the aforementioned form does not guarantee inclusion on the University Approved Vendor List.  Prospective vendors will be contacted when the need arises. 
 
Vendor Code of Conduct

Rosalind Franklin University of Medicine and Science has a longstanding commitment to sound, ethical, and socially responsible practices. In aligning its purchasing policies with its core values and practices, the University seeks to recognize and promote basic human rights, appropriate labor standards for employees, and provide a safe, healthful, and sustainable environment for workers and the general public. Vendors and their subcontractors shall comply will all applicable federal, state, and local laws, rules, and regulations in providing goods and services under any agreement with the University. Vendor and vendor’s suppliers and subcontractors must further comply with all applicable University rules and regulations when on University premises and when conducting business for the benefit of the University.

Please refrain from sending gifts of any kind to the University, as it is in violation of University Policy PUR200-13 for employees to accept gifts from vendors (past, present, or future). 

Conflict of Interest Statement
To ensure purchases of goods and/or services are free of conflicting personal interests, and are consistent with sound and ethical business practices, the University will not conduct business with any vendor which:

  • Is owned, controlled, or actively influenced by any University employee or immediate relative of any such employee.
  • Employs in a management, consulting, or sales capacity any person who is a University employee.
  • Employs in any capacity a University employee who is in a position to influence the selection of, or conduct business with, such a vendor.

Officers, employees, and agents of the University shall neither solicit nor accept gratuities, favors, or any good or service of any monetary value from vendors.

Competitive Bidding Requirements
It is Rosalind Franklin University’s practice to solicit bids for procuring goods and services exceeding $25,000. For purchases greater than $25,000, a formal Request for Proposal (RFP) or Request for Quote (RFQ) will be released by the Purchasing Department to a minimum of three vendors. Decisions in awarding purchase orders are based on a vendor's compliance with University specifications, price, delivery, service, terms and conditions, locations or other relevant factors. For Purchasing of goods and services under $25,000, purchasing authority has been delegated to the University Departments, although competitive bids may be solicited from vendors. All correspondences during the RFP process must be directed to the Purchasing Department.

Minimum Acceptable Insurance Requirements for Vendors
We have recently completed a review of our insurance requirements for the vendors utilized by our company.  Before commencing work on the premises of Rosalind Franklin University of Medicine and Science and/or Rosalind Franklin University Health System, please forward a Certificate of Insurance with the appropriate endorsements to the Office of the Executive Vice President/COO at your earliest convenience. To view the Minimum Acceptable Insurance Requirements for Vendors click here. 
 
Tax Exemption Status
Rosalind Franklin University of Medicine and Science is tax exempt under Department of Treasury, Internal Revenue Service Section (501)(c)(3), Section 509 (a)(1), and section 170 (b)(1)(a)(ii), as well as under Illinois Department of Revenue Identification Number E9991-1728-05.
 
Shipments
All shipments to Rosalind Franklin University of Medicine and Science should be directed to Dock 2, which is located on the south side of the campus, unless otherwise noted. The Receiving Department hours are 8:00 am to 4:00 pm, Monday through Friday.  The Receiving Department phone number is (847) 578-8803.
 
Visiting the University

Rosalind Franklin University of Medicine and Science is located at 3333 Green Bay Road in North Chicago, IL. When visiting the University, please park in the Visitors Parking Spaces located on the west side of the main building. Enter the facility via the Main Entrance doorway. All visitors must register with the attending Security officer. University Security is prompt in issuing tickets for illegally parked cars, or for visitors who surpass the 2-hour parking limit. Please notify Security upon your arrival if you are planning on staying longer than 2 hours.

    • Cold calls are not accepted.

Employee  & Students Perks Program
Rosalind Franklin University has established an Employee & Students Perks Program that will provide a variety of benefits for University faculty, staff and students. One of these benefits is discounts offered by local and non-local businesses and franchises. Rosalind Franklin University currently has approximately 3000 faculty, staff and students which provide a large consumer base for local and non-local businesses and franchises. 

The Employee & Students Perks Program is posted on the Purchasing intranet web page. The faculty, staff and students of Rosalind Franklin University can log on and view discounts offered by the businesses and franchises participating in the program. For directions on how to log on to Insite (University's intranet website available to faculty, staff and students only) click here.

Below are some of the guidelines to our Employee & Students Perks Program: 
    • Business must have a physical location.
    • The types, values and/or amounts are at the discretion of each participating business or franchise. Suggested discounts include, but are not limited to:
      • 10%, 20%, 30%...off
      • Buy one, get one free
      • Etc.
    • The following items shall not be offered as discounts to University faculty, staff and students -    
      • Tobacco products,
      • Alcohol products, or
      • Sexually suggestive or adult-oriented products and materials.
    • Flyers, advertisements or other promotional material(s) are not allowed to be distributed directly through University schools, students or employees. All information must be sent to the Purchasing Department who will disseminate the information appropriately through existing communication channels.
    • All discounts, postings and advertisements must be approved by Rosalind Franklin University.
    • Final decisions, approvals and/or rejections are at the sole discretion of Rosalind Franklin University.
Participation in the Rosalind Franklin University Employee & Students Perks Program is open to all businesses and franchises. If you are interested in joining the Rosalind Franklin University Employee & Students Perks Program, please send your information to purchasing@rosalindfranklin.edu.


Notice:

The University has exclusive rights to its name, logos, etc., and prohibits their unauthorized use.  Vendors who manufacture and/or sell items imprinted with Rosalind Franklin University of Medicine and Science and/or Rosalind Franklin University Health System indicia, either to the public, Rosalind Franklin University departments/schools, or student organizations are required to be licensed by or receive written consent from the University.

The University's Marketing and Communications Office can verify the department's/school's choice of vendor is licensed or has been granted permission by the University.  The Marketing and Communications Office can assist those vendors not licensed or granted permission to use the University's name, logos, etc., or can provide a list of pre-approved/eligible vendors to the departments/schools.  Creation, adoption, and use of any Rosalind Franklin University of Medicine and Science and/or Rosalind Franklin Health System indicia must conform to approved standards as authorized by the University.
Life in Discovery
3333 Green Bay Road, North Chicago, Il 60064-3095 • 847-578-3000