Purchasing

The Purchasing Department 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.

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 (847-578-3426) or email.

• Purchase Order and Service Order Terms and Conditions
• Minimum Acceptable Insurance Requirements for Vendors

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 e-mail the Purchasing Department at: purchasing@rosalindfranklin.edu. 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.

Minority Business Enterprises (MBEs)
Rosalind Franklin University of Medicine and Science (RFUMS) is committed to partnering with area Minority Business Enterprises (MBEs).

This commitment strongly aligns with one of RFUMS’ principal core values: diversity. As such, the university seeks to (1) aid MBEs with their long-term growth and development, and (2) enhance the economic stability and vitality of the local community RFUMS serves.

As per Illinois Compiled Statute 30 ILCS 575, in order for a business to qualify as an MBE, the following key criteria must be fulfilled:

• Owner(s) must be a citizen or lawful resident of the United States.
• Must be at least 51% owned/controlled by a minority, woman or person with disabilities.
• Must have annual gross sales of less than $75 million.
• Plus any other applicable criteria.

RFUMS strongly encourages all businesses that meet these criteria to register and become a Business Enterprise Program (BEP)-certified business within the State of Illinois.

Therefore, as part of this ongoing commitment, RFUMS is making a good-faith effort to identify MBE vendors, thus affording them the maximum practicable — yet equitable — opportunity and access for (1) providing goods and services to the university, and/or (2) participating in RFQs and RFPs released by the university.

University Vendor List
Prospective vendors will be contacted by the Purchasing Department 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 Clinics, please forward a Certificate of Insurance with the appropriate endorsements to the Office of the Executive Vice President/COO at your earliest convenience. View the Minimum Acceptable Insurance Requirements for Vendors.

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.

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 Clinics 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 & Brand Management Office can verify the department's/school's choice of vendor is licensed or has been granted permission by the University. The Marketing & Brand Management 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.