2.401. Goals. The University of Chicago is committed to providing enhanced opportunities for minority-owned, women’s business enterprises and small business enterprises to participate in the University’s procurement process. The Office of Procurement and Payment Services is responsible for establishing procurement standards and procedures to ensure that positive efforts are made to utilize minority-owned, women-owned, and small business enterprises to the fullest extent practicable.
2.402. Responsibility. The Director of Procurement and Payment Services and the Associate Vice President for Finance will establish and maintain procedures to provide direction and to monitor compliance with this procurement standard and shall maintain purchasing and expenditure data to record efforts made in compliance with this standard.
2.403. Definition of Ownership Status. Small businesses, minority-owned firms and women’s business enterprises are defined as set forth in the Amendments to the Small Business Act, Public Law 95-507, Title II, 15 U.S.C. sections 631,632,637 and Executive Orders No. 12138, 12608. Ownership status shall be registered by each such business with the University by providing the University with a completed Vendor Certification Form [PF5.3042-597]. Ownership status may, for these purposes, be changed by the University if it determines that the Certification does not in fact conform to the requirements as defined in the Amendments to the Small Business Act.
2.404. Definition of Small Dollar Threshold. The small dollar threshold consists of purchases in amounts less than $25,000 in aggregate total cost, as defined in 41 U.S.C. section 403(11) and 15 U.S.C. section 632(m), which therefore do not require pre-award review and the procurement documentation necessary for competitive solicitation, in accordance with federal regulations.
2.405. Procedure for Competitive Purchases. In relationship to Section 2.404., for purchases of $25,000 and above, The University shall include small businesses, minority-owned firms, and women’s business enterprises (M/WBE) as sources for competitive purchases. Exceptions shall be documented on the Exception Report Form [PF2.41-1094] describing the conditions that did not allow for participation opportunities. The Report must be completed by the Buyer/Contract Specialist or other procurement agent who authorized the solicitation process, and must be attached to the final award documentation. The Buyer/Contract Specialist will consider in the process whether firms competing intend to sub-contract with small businesses, minority owned business, and women’s business enterprises, if so, these are considered second tier, and should be reported as such. If the Buyer/Contract Specialist is unable to find a qualified M/WBE vendor, the Buyer/Contract Specialist will forward the solicitation to the University’s designated consultant, who’s task is to assist in finding qualified M/WBE vendors that may be able to compete.
2.406. Procedure for Non-Competitive Purchases. Each Buyer/Contract Specialist shall identify opportunities to current and potential new small businesses, minority-owned firms and women’s business enterprises and shall identify such businesses in referrals of business opportunities. Each Buyer/Contract Specialist will be responsible to solicit Vendor Certification forms from potential suppliers. Such certification will be forwarded to Procurement and Payment Services for entry into The University of Chicago M/WBE database.
2.407. Contract Compliance Management. Pursuant to the authority detailed in Section 2.402., of this Procedure, The Director of Procurement and Payment Services shall appoint an individual within Procurement and Payment Services to carry out the activities necessary to assure that this standard is pursued appropriately.