Capital Projects Furniture A V And Equipment Purchase Process-Books Pdf

Capital Projects Furniture A V and Equipment Purchase Process
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3 Per CPO Higher Education Notice 2015 01 Attachment B and CPO General Services. Notice 2015 03 Attachment C furniture items including office seating stackable chairs. and metal file cabinets produced by Illinois Correctional Industries ICI shown in. Attachment C must be considered prior to selecting another other vendor There are. circumstances and situations where the University is not required to purchase these items. from ICI as noted in CPO General Services Notice 2015 03 Attachment C When one or. more of these situations exist where purchasing from the required ICI product list is either. unlawful or not practicable then the University must submit route a completed Illinois. Correctional Industries Preference Waiver Justification form Attachment D to UOCPRES. to obtain and get approval by the SPO prior to purchasing these items through other. 4 Incorporate completed Design Requirements for furniture A V and moveable. equipment and Attachment E Furniture Fixtures and Equipment Inventory Form FIF. with appropriate PSC sections completed into contractor bidding specifications project. 5 Contractors competitively bid out project Project construction and fit out including. furniture A V and moveable equipment subcontractors suppliers if required. 6 Campus awards bid to the overall lowest responsible and responsive bidder contractor. inclusive of the purchased FF E package, 7 Contractor buys furniture A V and moveable equipment and coordinates delivery and. installation in accordance with project schedule Contractor shall insure the furniture. A V and moveable equipment it purchases until the project reaches substantial. completion, 8 During construction contractor shall provide project manager PM department with a. detailed listing of all FFE pieces by filling out the FIF for all furniture fixtures and. equipment including audio visual and telecom equipment for inventory tracking and. potential tagging purposes At a minimum the list must include the following Item. description quantity manufacturer model and serial number and unit price The FIF is. to be provided to the financial manager FM at the time of Contractor Schedule of. Values completion, 9 During each payment application the Contractor shall complete the FIF only for each. item requesting payment After review PM shall provide the updated FIF to the FM for. disposition, 10 When request for payment for furniture A V and moveable equipment items are. received the FM will process the payment that will credit the departments organization. holding non taggable inventory code for all furniture A V and moveable equipment. 11 Once substantial completion of the project is achieved FM will send the campus. department and Property Accounting the FIF for review and disposition The campus. department will then ensure appropriate furniture A V and moveable equipment items. appear in FabWeb under its responsibility by moving holding non taggable items to. taggable or non taggable inventory code through journal vouchers and transfer to. appropriate banner accounts The department is responsible for locating and updating. FABWeb with current location and responsible person. 12 The University purchases property insurance on its buildings and contents subject to. appropriate deductibles Departments should contact University Office of Risk. Management to discuss coverage OBFSRiskMgmt uillinois edu. B Option 2 At any FF E budget Department Purchase through Purchasing and furniture A V. and moveable equipment vendor or contractor installs. 1 Professional Services Consultant PSC hired by the CCU or IPHEC vendor works with. Purchasing Department CCU representatives and determines furniture A V and. moveable equipment design to meet requesting department furniture A V and. moveable equipment needs Unless a deviation in vendor is approved by the AVP for. Procurement Services the PSC or IPHEC vendor shall design classroom and office. furniture and A V to be compatible with vendors of the type of furniture and A V to be. procured from the IPHEC approved vendor list located at. https www obfs uillinois edu purchases strategic procurements awards. https www obfs uillinois edu purchases purchases types furniture and. http www iphec org awards Sole source form or Brand name form if required shall. be approved by the SPO prior to going out for bids. 2 Design Requirements are given to the department to work with Purchasing to buy. furniture A V and moveable equipment through IPHEC vendors. 3 After determining what furniture A V and moveable equipment needs are required for. the project determine if surplus furniture can be used for the project by reviewing. available furniture located on your campus reference. https www obfs uillinois edu equipment management retrieving free surplus. equipment or call the following contact s UIUC 217 333 0611 UIC 312 996. 2858 UIS 217 206 6379 If campus surplus furniture does not meet the project needs. the CCU will complete and Purchasing will file the State of Illinois Central Management. Services CMS New Furniture Purchase Form affidavit shown in Attachment A in. accordance with the State Property Control Act 30 ILCS 605 7a for any item of furniture. expected to be 1 000, 4 Per CPO Higher Education Notice 2015 01 Attachment B and CPO General Services.
Notice 2015 03 Attachment C furniture items including office seating stackable chairs. and metal file cabinets produced by Illinois Correctional Industries ICI shown in. Attachment C must be considered prior to selecting another vendor There are. circumstances and situations where the University is not required to purchase these items. from ICI as noted in CPO General Services Notice 2015 03 Attachment C When one or. more of these situations exist where purchasing from the required ICI product list is either. unlawful or not practicable then the University must submit route a completed Illinois. Correctional Industries Preference Waiver Justification form Attachment D to UOCPRES. to obtain and get approval by the SPO prior to purchasing these items through other. 5 IPHEC furniture A V and moveable equipment vendors competitively bid. 6 Department Purchasing awards contract to selected vendors. 7 Department CCU buys furniture A V and moveable equipment and coordinates with. CCU for vendor install or may elect to give to contractor for installation in accordance. with project schedule Capital Project bid documents must state contractor to install. department procured furniture A V and moveable equipment as applicable with. appropriate backup information if CCU elects to have the contractor provide. installation The Department shall work with the University Risk Management office prior. to delivery to provide insurance for furniture A V and moveable equipment until the. project reaches substantial completion, 8 During construction IPHEC vendor or contractor as applicable shall provide. department with a detailed listing of all furniture A V and moveable equipment pieces. Attachment E Furniture Fixtures and Equipment Inventory Form FIF example provided. for guidance At a minimum the list must include the following Item description. quantity manufacturer model and serial number and unit price. 9 Department shall enter furniture A V and moveable equipment information into. FabWeb under the department s responsibility transfer to appropriate banner accounts. and notify Property Accounting, 10 If capital project schedule is revised the department reschedules furniture A V and. moveable equipment delivery Any additional installation costs incurred is born by the. department, 11 The University purchases property insurance on its buildings and contents subject to. appropriate deductibles Departments should contact University Office of Risk. Management to discuss coverage OBFSRiskMgmt uillinois edu. Furniture Fixtures Equipment FFE budget line item in capital project budget. C Capital Development Board CDB Funded Projects, 1 IPHEC vendor works with Purchasing Department CCU representatives and determines. furniture A V and moveable equipment design to meet requesting department. furniture A V and moveable equipment needs Unless a deviation in vendor is. approved by the AVP for Procurement Services the PSC or IPHEC vendor shall design. classroom and office furniture and A V to be compatible with vendors of the type of. furniture to be procured from the IPHEC approved vendor list located at. https www obfs uillinois edu purchases strategic procurements awards. https www obfs uillinois edu purchases purchases types furniture and. http www iphec org awards Sole source form or Brand name form if required shall. be approved by the State Purchasing Officer SPO prior to going out for bids. 2 Design Requirements are given to the department to work with Purchasing to buy. furniture A V and moveable equipment through IPHEC vendors. 3 After determining what furniture A V and moveable equipment needs are required for. the project determine if surplus furniture can be used for the project by reviewing. available furniture located on your campus reference. https www obfs uillinois edu equipment management retrieving free surplus. equipment or call the following contact s UIUC 217 333 0611 UIC 312 996 2858. UIS 217 206 6379 If campus surplus furniture does not meet the project needs the. CCU will complete and file the State of Illinois Central Management Services CMS New. Furniture Purchase Form affidavit shown in Attachment A in accordance with the State. Property Control Act 30 ILCS 605 7a for any item of furniture expected to be 1 000. The CMS point of contact is through the Warehouse Manager Store Keeper Illinois State. Surplus Warehouse Central Management Services 1924 S 10 St Springfield IL 62703. Phone 217 782 1218, 4 Per CPO Higher Education Notice 2015 01 Attachment B and CPO General Services.
Notice 2015 03 Attachment C furniture items including office seating stackable chairs. and metal file cabinets produced by Illinois Correctional Industries ICI shown in. Attachment C must be considered prior to selecting another other vendor There are. circumstances and situations where the University is not required to purchase these items. from ICI as noted in CPO General Services Notice 2015 03 Attachment C When one or. more of these situations exist where purchasing from the required ICI product list is either. unlawful or not practicable then the University must submit route a completed Illinois. Correctional Industries Preference Waiver Justification form Attachment D to UOCPRES. to obtain and get approval by the SPO prior to purchasing these items through other. 5 Funds must be released and budgeted by the CDB within the respective project before. an equipment list request is sent to CDB CCU will verify with CDB project managers that. funds for equipment have been budgeted by CDB within the project The CCU will verify. with the University Office of Capital Programs and Real Estate Services UOCP RES via. email or in writing that the associated funds have been released before providing lists to. the UOCP RES for submission to CDB These same CCUs are responsible for coordinating. lists of equipment to be purchased The campus department that is purchasing the. equipment is responsible for placing and purchasing individual equipment orders. 6 Once project funding is confirmed by CDB a detailed itemized equipment list see. Example 1 for bondable moveable equipment as defined by CDB per below is. developed by the campus department in collaboration with the CCU and then routed. to UOCP RES The equipment list must provide a detailed description quantity and. budgeted cost with each individual item sequentially numbered CDB will allow a line. item for contingency if the department deems it applicable Individuals obtaining price. estimates from suppliers must convey that these estimates are for budgeting purposes. only and do not represent any commitment to purchase the items or to purchase them. from the supplier providing the price estimates The Purchasing Division is available to. assist departments in obtaining price estimates, Equipment can be added to an approved equipment list The campus department can. prepare an Addendum to Equipment List using the same format as the approved list. and forward it to UOCP RES, CDB s bondable moveable equipment guidelines include. Equipment is durable not consumable,Equipment is moveable not fixed. Equipment is appropriate for the project, Equipment is not specifically disallowed cars boats weapons livestock. 7 The CCU will forward the equipment list to UOCP RES Upon receipt of the list an. interagency agreement for the respective project will be drafted by UOCP RES and. forwarded to CDB with the appropriate equipment list. 8 Upon approval by CDB a copy of the approved list and interagency agreement will be. sent to the respective campus departments and Office for Business Financial Services. OBFS Purchasing Office of University Accounting Financial Reporting UAFR. 9 The campus department that is purchasing the equipment submits a. CFOAPALMANTENANCE request to establish a Banner CDB fund fund type 8L Send. the fund number created to the campus department and UOCP RES The Banner. organization code of the campus academic department receiving the equipment must. be reflected on the Banner fund create request form Funds must be released and. budgeted by the CDB within the respective project before the Banner fund is established. and the equipment can be purchased When UAFR receives the request from. cfoapalmaintenance they will, Verify with the CCU that the funds have been released.
Establish the new CDB plant fund in Banner, Notify the Office of Cash Management and Investments that a Banner CDB. equipment fund has been established providing both the Banner fund code and the. initial total budget amount, Notify the campus department and UOCP RES of the Banner fund. 10 UFAR will process an entry in the newly created Banner fund to establish a budget in the. amount of the released funds UAFR will adjust the Banner budget as CDB either. increases or decreases the appropriation as recorded on quarterly CDB reports. 11 All Banner requisitions submitted by an academic campus department must. Contain a flagging note in document text with the following statement This purchase. is on behalf of CDB of the State of Illinois, Identify in document text the correct CDB project number and approved equipment. list item number for each approved piece of equipment ordered. If the order will be placed using a Banner regular purchase order all items will be. itemized directly in the Banner purchase order the requisition must always be flagged. receipt required regardless of dollar amount, If the order will be placed using a Banner standing purchase order acquisitions will be. itemized separately in an attachment a notation must be added in document text to. SEND INVOICE TO followed by the campus department s mailing address. 12 If CDB refuses to issue payment because the item purchased was misidentified or. omitted from the approved list the campus department will be responsible for. identifying an alternative Banner fund number from which to pay for the acquisition. 13 Direct pay vouchers and P cards are not to be used for the payment of CDB equipment. 14 No less than quarterly and no more than monthly the campus department purchasing. the equipment will prepare a reimbursement request letter see Example 3 for items that. have been paid for The letter must include CDB project number and Banner fund. number plus an itemized list of equipment purchase being reimbursed that include the. following details for each invoice paid see example 2. Vendor name, Vendor invoice number n a if purchased from Central Stores.
Brief description of the equipment,Dollar amount per invoice. Banner purchase order number or Central Stores requisition number. Banner invoice number or Central Stores voucher number. CDB equipment list item number s, The total of the itemized list must also be provided and it must equal the total. reimbursement request This letter is to be emailed to UOCP RES for review and. submission to CDB, 15 The reimbursement requests will be forwarded to CDB and copied to UAFR and the CCU. by UOCP RES The University will request reimbursement no less frequently than once per. quarter with a threshold of 250 000 per reimbursement request letter as established by. the Office of the Senior Associate Vice President of Business and Finance. 16 Upon receipt of reimbursement from CDB UOCP RES will deposit the check in the. Banner CDB equipment fund using account code 53062 and leaving the organization. code and program blank UOCP RES will notify UAPR with the date and amount of the. 17 UPAR will reconcile Banner CDB equipment funds monthly to verify that requests for all. expenditures from the fund are regularly submitted and reimbursement for all. expenditures is received, 18 During construction IPHEC vendor or contractor as applicable shall provide. department with a detailed listing of all furniture A V and moveable equipment pieces. Attachment E Furniture Inventory Form example provided for guidance As a. minimum the list must include the following Item description quantity manufacturer. model and serial number and unit price University will provide insurance for furniture. A V and moveable equipment until the project reaches substantial completion. 19 Department shall enter furniture information into FabWeb under the department s. responsibility, 20 The University purchases property insurance on its buildings and contents subject to.
appropriate deductibles Departments should contact University Office of Risk. Management to discuss coverage OBFSRiskMgmt uillinois edu. 21 Upon completion of a total project the campus department is responsible for notifying. UAFR and Purchasing to close the project fund The campus department is responsible. for any expenses not reimbursed by CDB irrespective of purchase vehicle. 22 As part of the overall project management the CCU will be monitoring the overall CDB. project budget to ensure that progress is being made to actively acquire the equipment. There will be a meeting coordinated by UOCP RES between UOCP RES CCU and. UAFR approximately June 15 and December 15 to review these project accounts and. verify timely submission of reimbursement requests. A CDB equipment cannot be purchased on state funds and transferred to the CDB fund. Expenses identified as CDB expenses on any other ledger cannot be transferred to the CDB. fund unless approved by UAFR, B UOCP RES has obtained approval from the Office of the Senior Associate Vice President of. Business and Finance to carry deficit balances in the CDB equipment plant funds for the. time between paying vendors and receiving reimbursement from CDB provided prudent. efforts to obtain prompt CDB reimbursements are made. C UOCP RES will act as liaison to CDB on all issues for UIC UIUC and UIS. D CCU to determine if furniture A V or moveable equipment vendor or contractor will install. furniture or A V or moveable equipment and coordinate this decision installation process. with CCU and CDB PMs,Equipment list Excel format,CDB PROJECT NAME. CDB PROJECT NUMBER,CDB EQUIPMENT LIST,DESCRIPTION PRICE TOTAL PRICE. ITEM QUANTITY,1 Allsteel taupe 32 x 36 desk 6 142 00 852 00. 2 Allsteel taupe overhead storage bins 36 x 12 12 66 50 798 00. 3 Allsteel black arms taupe base burgundy star 6 350 00 2100 00. fabric executive style desk chairs w casters,4 42 x 38 whiteboard enamel 6 125 00 750 00.
5 Kodak LT356 litepro w carrying case 2 5 250 00 10 500 00. TOTAL EQUIPMENT REQUESTED 15 000 00,Supplemental data for reimbursement request. CDB Project Micro and Nanotechnology Lab Equipment. CDB Project 830 010 326, CDB Equipment List Vendor Lincoln Office Steelcase PO P0110350. 1 701407 487001 126010 198000 MNTL CD Equipment, CDB Description Invoice Banner Quantity Price Total Price. 6 Panel trim connectors 436357 I1685866 2 150 49 300 98. 3 WS3 and WS4 frames and trim 1 1215 83 1215 83,4 WS5 frames and trim parts 1 19331 40 19331 40. 5 WS6 and WS7 frames and trim parts 1 66600 43 66600 43. 6 WS8 frames and trim parts 1 2111 15 2111 15,7 WS9 frames and trim parts 1 666 60 666 60.
Partial PO0110350 Invoice 436357 90226 39, 3 WS3 and WS4 skin tackable parts 436422 I1691433 1 906 30 906 30. 4 WS5 skin tackable parts 1 8860 08 8860 08, 5 WS6 and WS7 skin tackable parts 1 19153 14 19153 14. 7 WS9 skin tackable parts 1 305 52 305 52,Partial PO0110350 Invoice 436422 29225 04. 6 Reception lateral files 436490 I1691434 1 4059 20 4059 20. 3 WS3 and WS4 lateral files storage bins 1 2964 20 2964 20. 4 WS5 lateral files storage bins shelves 1 43363 99 43363 99. 5 WS6 and WS7 storage shelves bins parts 1 55391 39 55391 39. 6 WS8 storage shelves bins parts 1 800 84 800 84,7 WS9 storage shelves bins parts 1 931 77 931 77. Partial PO0110350 Invoice 436490 107511 39,Total Request 1 226962 82.
Reimbursement request letter to be forwarded to UOCP RES. July 21 2014,Mr Gus Behnke,Capital Development Board. Wm G Stratton Building Third Floor,401 S Spring Street. Springfield IL 62706,Dear Mr Behnke, As per the Interagency Agreement dated March 15 2014 we are hereby requesting reimbursement for. purchases made for the Micro and Nanotechnology Lab Project as listed below and referenced to approved CDB. equipment item numbers, CDB Project Name Micro and Nanotechnology Lab Equipment. CDB Project Number 830 010 326,Banner CDB Fund 1 701407 487001 198000.
Equipment Reim Req 2, Vendor Name Vendor Invoice Description Invoice Banner PO Banner Inv CDB Item. Henrickson See attached 13 513 76 P0110336 I1668028 See Attached. Krueger Intl See attached 28 885 77 P0110348 I1680694 I1689419 See Attached. Lincoln Office Steel See attached 226 962 82 P0110350 I1685866 I1691434 See Attached. Equipment Allocation Previous Requests Current Request Balance. 1 084 081 0 269 362 35 814 718 65, Prof Services Allocation Previous Requests Current Request Balance. 100 919 44 060 0 56 859 00, Total FF E Allocation Total Previous Requests Total Current Request Total Balance. 1 185 000 44 060 269 362 35 814 718 65, In summary please note the paid invoices total 269 362 35 therefore please send a check payable to the University. of Illinois in the amount of 269 362 35 to the following address. Ms Angela Jacobs,University of Illinois, University Office of Capital Programs and Real Estate Services.
807 S Wright Street Suite 340,Champaign IL 61820, Should you need any further information or have any questions please feel free to give me a call at 217. Respectfully,Angela C Jacobs,Enclosures,Copies Grant Nohren Gerald Douglass Jr. Summary and Supporting Documentation, Capital Projects FF E Procurement Processes Comparison. Department Procured Construction Contractor Procured. Allowed at any FF E budget Level Construction FF E budget Construction Small Purchase. Small Purchase Threshold Threshold, Consult with respective campus Purchasing PSC prepares project FF E requirements. department for IPHEC furniture vendor or PSC,to prepare project FF E requirements.
Determine furniture needs review state surplus Determine furniture needs review state surplus. furniture and file affidavit Attachment A approval furniture and file affidavit Attachment A approval. with CMS if no acceptable surplus furniture Ref with CMS if no acceptable surplus furniture Ref. State Property Control Act 30 ILCS 605 7a State Property Control Act 30 ILCS 605 7a. Review CPO Approved Illinois Correctional Review CPO Approved Illinois Correctional. Industries ICI Commodity List for purchase of Industries ICI Commodity List for purchase of. furniture items for the project Process Illinois furniture items for the project Process Illinois. Correctional Industries Preference Waiver Correctional Industries Preference Waiver form. form Attachment D through UOCP RES for Attachment D through UOCP RES for SPO. SPO approval if using substitute furniture for approval if using substitute furniture for. furniture items shown on the ICI list furniture items shown on the ICI list. IPHEC approved furniture and A V vendor s list Any vendor to supply furniture A V with. utilized unless deviation is approved by AVP consideration of IPHEC approved furniture A V. for Procurement Services vendor s list Written authorization by the CCU. Director required if no IPHEC furniture vendor is, FF E included in capital project documents for FF E included in capital project documents for. information and installation if required bidding procuring and installation. FF E purchased through Purchasing FF E purchased through Contractor F S. Division Department records inventory sends FIF to Department for records inventory. Installation coordination by IPHEC Vendor or Installation coordination by Contractor or IPHEC. Contractor as applicable and Department Vendor as applicable and Department. Property Insurance for FF E supplied by University Property Insurance for FF E supplied by Contractor. Furniture Fixtures Equipment FFE budget line item in capital project budget. Public Act 88 15 30 ILCS 605 7a State Property Control Act. Summary When new purchase of any furniture item that has a price of 1 000 or more is desired. the agency shall first check if any surplus furniture can be used in place of new furniture If not the. agency shall file an affidavit with CMS prior to any new furniture purchase These affidavits shall be. made available for public inspection and copying, OBFS IPHEC Furniture and A V Supplier Solicitation Information. Recent Illinois Public Higher Education Cooperative IPHEC contracts were awarded which. University departments may buy office furniture and classroom furniture and A V equipment See. individual steps in this process for links to these IPHEC vendors. Attachment A NEW FURNITURE PURCHASE FORM,30 ILCS 605 7a 44 Ill Adm Code 1 2043c1. This form must be filed with CMS Property Control Division prior to. a submitting a requisition requesting that CMS let a bid for new furniture. b issuing a release order against a master or open end contract. c making a purchase under delegated authority or,d making a purchase from Correctional Industries. The undersigned swears or affirms that, 1 the named agency has a need for the new furniture shown below each item having an estimated new cost of at least.
2 CMS Surplus Property Division representative name was contacted on date. regarding the availability of surplus furniture to meet the needs of the agency. 3 the following new furniture will be purchased to meet the agency s needs because surplus property was either not. available check NA below or was available but unacceptable check UA below and explain. DESCRIPTION OF NEW FURNITURE QUANTITY COST, one item or multiple same items per line UNIT TOTAL. Reasons NA UA,Reasons NA UA,Reasons NA UA,Use additional forms as necessary. Agency Name UIUC Subscribed and Sworn to before me. Agency Representative print sign this day of,Notary Public. My commission expires,furnaff doc,revised 5 01,Attachment B CPO Higher Education Notice 2015 01. Attachment C CPO General Services Notice 2015 03,Notice 2015 03.
General Services,To Ben Bagby CPO Institutions of Higher Education. State Purchasing Officers,CMS Bureau of Strategic Sourcing. Agency Procurement Staff,Procurement Policy Board,Jen Aholt CEO ICI. Rich Mautino Assistant CEO ICI,From Matt Brown,Date November 24 2014. Subject Illinois Correctional Industries Approved Commodity List and Purchasing Procedures. This CPO Notice is effective immediately and amends CPO Notice 2014 01. Pursuant to the authority granted in Section 45 30 of the Illinois Procurement Code the Chief Procurement. Officer for General Services in consultation with Illinois Correctional Industries ICI determines what supplies. or services provided by ICI must be purchased by State agencies and universities. More than 900 adult inmates incarcerated by Illinois correctional institutions develop works skills and gain. valuable experience working in ICI Not only does ICI not directly receive funding through General Revenue Fund. GRF but ICI has returned millions of dollars to GRF by increasing sales and reducing costs ICI operates at no. cost to Illinois taxpayers and is self supporting due to its product and service sales. Effective July 1 2014 CPO Notice 2014 01 mandated the purchase of certain cleaning and household supplies. from ICI This new notice expands the categories of items that are required to be purchased from ICI to include. signs office seating and stacking chairs metal file cabinets and cleaning supplies The full list that includes a. brief description and price is attached CPO Approved ICI List. There are circumstances and situations where State agencies and universities are not required to purchase these. items from ICI Some of these situations include, The source of funds being used to procure the item requires competitive bid due to a requirement.
contained in the source of the funds being used to procure the item. A union contract or law requires the item to be procured from another source. ICI cannot provide the item meeting the necessary specifications. ICI s pricing for the item is not as close to the market price as possible If an agency or university. believes a price being charged by ICI for an item on the attached list does not meet this guideline then. the agency or university may request arbitration pursuant to 730 ILCS 5 3 12 9. If an ICI preference conflicts with another preference then the appropriate CPO shall determine the.


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