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Caption: Board of Trustees Minutes - 1958
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1232 BOARD OF T R U S T E E S [April 17 counts will be computed from the date the University (1) receives the delivery invoice-voucher (correctly filled out) or (2) receives and officially accepts the commodities or equipment, whichever is later. In addition, if any commodities or equipment are rejected, all time from the mailing of the notice of rejection to the acceptance of items delivered shall be excluded from the discount period. e. Certification required. Each vendor or contractor must execute a certification. This certification which includes the statement required by Section 11 of the Illinois Purchasing Act, requires the signature of "Seller or Authorized Agent," and it must be in ink or indelible pencil. T h e signature of an individual is required and it will not be sufficient to sign merely the name of the company or the partnership. If an officer or authorized representative signs for a vendor or contractor the title of that officer or the agency of the representative should be indicated on the certification. It will be conclusively presumed by the University that the individual signing the certification is properly authorized so to do. SECTION 22. SUBMISSION OF CONTRACTORS' STATEMENTS FOR CONSTRUCTION WOKK a. Request for Payment form furnished by University, T o bill the University for remodeling, renovation, or construction work done, the contractor must fill out the University of Illinois Request for Payment form. b. Certification by licensed architect or engineer. Any contract for remodeling, renovation, or construction, involving an expenditure in excess of $2,500, shall be subject to the supervision of a licensed architect or engineer and no payment shall be paid for such remodeling, renovation, or construction unless the voucher for such work is accompanied by a written certificate of such licensed architect or engineer that the payment represents work satisfactorily completed, labor, or materials incorporated in or stored at the site of such work. c. Periodic payments. When provided in the contract, periodic payments can be made during the course of such work upon a certificate of a licensed architect or engineer, indicating the proportionate amount of the total work completed satisfactorily. d. Retained percentage. When periodic payments are made, the University shall retain a fixed percentage, specified in the contract, to insure faithful completion of the contract. Other Procedures SECTION 23. W H E N T H I S PROCEDURE M A Y B E WAIVED BY PURCHASING OFFICIAL a. Commodities, equipment, or services not subject to competition. In the following cases the Purchasing Officials may issue a purchase order directly •without following the procedure described above relating to bids, advertisements for bids, and invitations to bids: (1) Where the goods or services to be procured are economically procurable from only one source, such as contracts for telephone service, electrical energy, and other public utility services, books, pamphlets and periodicals, and specially designed business equipment. (2) Where the services required are for professional, technical, or artistic skills. (3) Where the contract is for the purchase of supplies, materials, commodities, and equipment involving an expenditure not to exceed $1,500. (4) Where the contract is for repairs, maintenance, remodeling, renovation, or construction involving an expenditure not to exceed $1,500. (5) Where the cost of any item is so small as to make competitive bidding impractical. b. Emergency. If emergency circumstances make it administratively unfeasible for the Purchasing Official to follow exactly the procedure described in this purchasing regulation, and if it is in the best interest of the University of Illinois, the Purchasing Official need not comply with all of these regulations. However, an affidavit shall be filed with the Auditor-General of the State of Illinois within ten days after the purchase setting forth the conditions and circumstances requiring the emergency purchase. SECTION 24. R I G H T S TO APPEAL Any decision rendered by the Purchasing Official or Physical Plant Department pursuant to this regulation may be appealed to the Vice-President and
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