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Information for Vendors

All purchases at the University of Illinois System are made according to the provisions of the Illinois Procurement Code, the Procurement Rules of the Chief Procurement Officer for Public Institutions of Higher Education, and other applicable state and federal regulations.

The Office of Procurement Services supports the procurement requirements of the U of I System in a professional, ethical and timely manner. Purchases of equipment, materials, commodities, supplies, and services for the system are made competitively where possible. Performance, quality, suitability, delivery, and service are factors considered in buying.

Submitting Invoices

The University of Illinois System standard payment terms are 30 days from the invoice date. To help facilitate the payment process, please follow one of the two options below.

Vendors should email invoices to upayvendorinvoices@uillinois.edu.  All invoices must adhere to the following criteria, or they cannot be processed for payment:

  • Accepted file types are .pdf or .tif
  • Ten invoices can be attached to a single email submittal; however, each invoice must be a separate file attachment.
  • Invoice should reference one purchase order (PO) number with available funds.
  • A unique invoice number, not to exceed 15 characters, is noted.
  • Vendor/Company name, along with a business remittance address, is listed.
  • Invoice date is present.
  • Goods and/or services, along with itemized pricing (quantity and unit price), is detailed.
  • Current amount due is totaled.
  • Avoid highlighting or red text on invoices.
  • Statements are not processed for payment.

If invoices cannot be emailed, Vendors should mail invoices to:

University of Illinois
Invoice Processing Center
P.O. Box 820
Rantoul, IL 61866

PO invoices should be mailed from the vendor to Payables. If a PO invoice is mailed to your unit by a vendor, units may submit them to upayvendorinvoices@uillinois.edu or mailed to the USPS address listed above.

Vendor Requirements

All vendors wishing to do business with the University of Illinois System must:

You can learn more about Vendor requirements on the Illinois Procurement Bulletin's New Vendor Guide.

Requirements for Diverse Vendors

The state of Illinois requires that a percentage of the total dollar amount of state contracts be awarded to diverse vendors who are officially certified through either the Business Enterprise Program for businesses owned by minorities, women or people with disabilities or the Veterans Business Program. See Supplier Diversity for more information about the requirements for these certifications as well as the supplier diversity resources and programs at the University of Illinois

Requirements for Contractors and Design Professionals

Contractors and design professionals wishing to work with the university of Illinois system on constructions projects have additional requirements and processes to follow. See Construction Projects for more information.

Supplier Diversity

The Office of Procurement Diversity (OPD) oversees Supplier Diversity at the University of Illinois System..

Diversity Goals

The Business Enterprise for Minorities, Women, and Persons with Disabilities Act, "BEP ACT" (BEP) , (30 ILCS 575/) establishes that "not less than 30% of the total dollar amount of State contracts, as defined by the Secretary of the Council and approved by the Council, shall be established as a goal to be awarded to businesses owned by minorities, women, and persons with disabilities." Learn more about the Business Enterprise Program.

Through the Veterans Business Program (VBP), (30 ILCS 500/45-57) state agencies and universities are encouraged to spend no less than 3% of the total dollar amount of State contracts with VOSBs and SDVOSBs. Learn more about the Veterans Business Program.

Certification

Only BEP and VBP certified vendors are recognized by the University of Illinois System's Supplier Diversity Program.

Learn more about the BEP certification process and requirements.

Learn more about the VBP certification process and requirements.

BEP and VBP certified vendors must meet the general requirements for all vendors wishing to do business with the University of Illinois. Learn more about general requirements for vendors at the Illinois Procurement Bulletin's New Vendor Guide.

Search Diverse Vendors

Diverse Supplier Development Program

The University of Illinois System's Diverse Supplier Development Program reflects our commitment to empowering diverse businesses and creating a more inclusive economy. This groundbreaking 9-month program will help diverse small business owners expand their capacity and knowledge, empowering them to grow their business. Learn more about the Diverse Supplier Development Program.

Supplier Diversity for Construction Projects

There are additional supplier diversity resources and requirements for contractors and design professionals working on construction projects. To learn more about supplier diversity for construction projects, please refer to the Construction Projects section of this page.

Supplier Diversity Definitions

Diverse Firms

"Diverse Firms" shall mean businesses owned by minorities, women, and persons with disabilities. This also includes qualified service-disabled veteran-owned small businesses and qualified veteran-owned small businesses.

Business Enterprise Act Definitions

Business

"Business" means a business that has annual gross sales of less than $150,000,000, as evidenced by the federal income tax return of the business. A firm with gross sales over this cap may apply to the Council for certification for a particular contract if the firm can demonstrate that the contract would have a significant impact on businesses owned by minorities, women, or persons with disabilities as suppliers or subcontractors or in the employment of minorities, women, or persons with disabilities. Firms with gross sales over this cap that are granted certification by the Council shall be granted certification for the life of the contract, including available renewals.

Minority-owned business

"Minority-owned business" means a business which is at least 51% owned by one or more minority persons, or in the case of a corporation, at least 51% of the stock in which is owned by one or more minority persons; and the management and daily business operations of which are controlled by one or more of the minority individuals who own it.

Minority person

"Minority person" means a person who is a citizen or lawful permanent resident of the United States and who is any of the following:

  • Native American (American Indian) or Alaska Native (a person having origins in any of the original peoples of North and South America, including Central America, and who maintains tribal affiliation or community attachment).
  • Asian (a person having origins in any of the original peoples of the Far East, Southeast Asia, or the Indian subcontinent, including, but not limited to, Cambodia, China, India, Japan, Korea, Malaysia, Pakistan, the Philippine Islands, Thailand, and Vietnam).
  • Black or African American (a person having origins in any of the black racial groups of Africa). Terms such as "Haitian" or "Negro" can be used in addition to "Black or African American".
  • Hispanic or Latino (a person of Cuban, Mexican, Puerto Rican, South or Central American, or other Spanish culture or origin, regardless of race).
  • Native Hawaiian or Other Pacific Islander (a person having origins in any of the original peoples of Hawaii, Guam, Samoa, or other Pacific Islands).
Women-owned business

"Women-owned business" means a business which is at least 51% owned by one or more women, or, in the case of a corporation, at least 51% of the stock in which is owned by one or more women; and the management and daily business operations of which are controlled by one or more of the women who own it.

Woman

"Woman" means a person who is a citizen or lawful permanent resident of the United States and who is of the female gender.

Business owned by a person with a disability

"Business owned by a person with a disability" means a business that is at least 51% owned by one or more persons with a disability, and the management and daily business operations of which are controlled by one or more of the persons with disabilities who own it. A not-for-profit agency for persons with disabilities, "Facility for Persons with Severe Disabilities," that is exempt from taxation under Section 501 of the Internal Revenue Code of 1986 is also considered a "business owned by a person with a disability." (30 ILCS 500/45-35)

Person with a disability

"Person with a disability" means a person who is a citizen or lawful resident of the United States and is a person qualifying as being disabled under subdivision (Illinois Compiled Statutes 30 ILCS 575/2 subsection A).

Veterans Business Program Definitions

Qualified service-disabled veteran

"Qualified service-disabled veteran" means a veteran who has been found to have 10% or more service-connected disability by the United States Department of Veterans Affairs or the United States Department of Defense. (30 ILCS 500/45-57)

Qualified service-disabled veteran-owned small business (SDVOSB)

"Qualified service-disabled veteran-owned small business" or "SDVOSB" means a small business (i) that is at least 51% owned by one or more qualified service-disabled veterans living in Illinois or, in the case of a corporation, at least 51% of the stock of which is owned by one or more qualified service-disabled veterans living in Illinois; (ii) that has its home office in Illinois; and (iii) for which items (i) and (ii) are factually verified annually by the Department of Central Management Services.

Qualified veteran-owned small business" (VOSB)

"Qualified veteran-owned small business" or "VOSB" means a small business (i) that is at least 51% owned by one or more qualified veterans living in Illinois or, in the case of a corporation, at least 51% of the stock of which is owned by one or more qualified veterans living in Illinois; (ii) that has its home office in Illinois; and (iii) for which items (i) and (ii) are factually verified annually by the Department of Central Management Services.

Supplier Diversity FAQs

Supplier Diversity FAQs

Q. Does the University of Illinois System have a supplier diversity program?
A. Yes, the University of Illinois System is committed to and supports supplier diversity because it is essential to the system's mission and core values.

Q. Does the University of Illinois System have supplier diversity goals?
A. Yes, the mission of Supplier Diversity is to expand procurement opportunities to businesses that have been historically underrepresented in the procurement process by increasing utilization of businesses owned by minorities, women, and persons with disabilities to at least 30%of allowable expenditures and 3% for veteran-owned businesses.

Q. How do diverse firms participate in University of Illinois System contracts?
A. Diverse firms may participate as prime contractors or subcontractors. Diverse firms may also participate in joint ventures with majority-owned firms or with other diverse firms.

Q. Do State of Illinois agencies and universities have a searchable database to locate certified diverse firms to participate on University of Illinois System contracts?
A. Yes, certified diverse firms are included in a searchable BEP and/or VBP Certification Directory maintained by the State's Business Enterprise Program (BEP. Additionally, Office of Procurement Diversity Staff would assist with searches.

Q. Does the University of Illinois System guarantee work for diverse businesses?
A. No, the U of I System does not guarantee work to any supplier, but we are committed to working with diverse suppliers to the university's procurement processes.

Q. What types of goods and services does University of Illinois System purchase?
A. The U of I System purchases a wide variety of goods and services to support academic, research, and health programs. Procurement opportunities are posted on the Illinois Procurement Bulletin for Public Institutions of Higher Education.

Q. What is certification?
A. The certification process verifies that a business is at least 51% owned and controlled by an eligible minority, woman, disabled person or veteran.

Q. How does a minority, woman, a person with a disability or veteran-owned firm get certified?
A. Diverse suppliers can apply for certification through the State of Illinois' Business Enterprise Program (BEP). Detailed information about BEP, eligibility criteria and an online application is available at the BEP Certification Overview page on the Commission on Equity and Inclusion site.

Q. Does a minority, woman, person with a disability or veteran-owned business have to be a certified diverse vendor to do business with the university?
A. No, but being a certified diverse firm allows you to potentially participate as a subcontractor to meet the University of Illinois System's diversity spending goals.

Q. Are there any benefits of certification?
A. Yes, once certified a business is entered into a public database that is accessible to any business or entity that desires to do business with a diverse firm. Certified diverse firms can be utilized by prime vendors to meet a solicitation diversity goal.

Q. Does my firm have to be certified to be counted towards a diversity goal?
A. Yes, a diverse firm must be certified at the time of bid submission to be counted towards a diversity goal.

Q. Does the University of Illinois System's accept other certifications such as, from the federal, state or city municipalities?
A. No, U of I System only accepts certification from the State of Illinois' Commission on Equity and Inclusion / Business Enterprise Program (BEP).

Q. How long is the certification process?
A. The State will grant certification within 60 days for Full BEP Certification if it determines that your firm meets its eligibility criteria and has submitted all the required documentation and forms. To learn about the Recognition and FastTrack Certifications please refer to the BEP Certification Overview.

Q. How do diverse businesses learn about current and upcoming opportunities to do business with the University of Illinois System?
A. To download solicitation documents, receive email notifications of opportunities, and take advantage of other vendor services, diverse businesses are encouraged to create an account with the Illinois Procurement Bulletin for Public Institutions of Higher Education.

Q. Can required documents be submitted prior to responding to a University of Illinois System procurement solicitation?
A. Yes, the Illinois Procurement Gateway (IPG) allow prospective vendors to provide disclosures, registrations and other documentation needed to do business with a state agency or university in advance of any particular procurement.

Q. What is IPHEC?
The Illinois Public Higher Education Cooperative (IPHEC) streamlines procurement processes by consolidating common needs across multiple state universities into a single bid. This process involves one university initiating and receiving bids for a specific commodity, with all thirteen Illinois public universities participating in the Cooperative. Visit the IPHEC website to view learn more.

Construction Projects

The University of Illinois System Office of Capital Programs and Real Estate Services (UOCP&RES) facilitates and oversees the development of and adherence to policies, procedures, and systems pertaining to the built environment of the U of I System. You can find additional information and resources for vendors working on constructions projects on the Capital Programs, Real Estate, and Utilities Services website. Each University of Illinois campus has developed standards for design and facilities that the contractors must adhere to during the design process:

Each University of Illinois campus has developed standards for design and facilities that the contractors must adhere to during the design process:

Vendor Requirements for Construction Projects

All vendors wishing to do business with the University of Illinois System must must meet the general vendor requirements, which you can learn more about at the Illinois Procurement Bulletin's New Vendor Guide.

In addition to the general requirements, vendors wishing to work on construction projects must meet additional qualifications:

U of I's Vendor Services Application and Annual Contractor Prequalification

Contractors interested in competitively bidding on a University of Illinois System project must be prequalified annually.

Vendors interested in working with the University should complete the vendor registration process associated with the University of Illinois Office of Capital Programs and Real Estate Services using the Vendor Services Application (VSA). Vendors can submit and manage their prequalifications as well as other basic vendor information using VSA.

Learn more about the Vendor Services Application.

Supplier Diversity for Construction Projects

The Office of Procurement Diversity (OPD) is responsible for ensuring equal opportunity on university construction projects. The OPD team is responsible for the management of these efforts. OPD performs project reviews, assists prime contractors in locating diverse vendors to achieve established participation goals, and offers training for those vendors newly prequalified or interested in learning more about university projects and procedures.

For general information about supplier diversity requirements and resources, please see the Supplier Diversity section of this page.

Utilization Goals

Constructions projects have the specific supplier diversity utilization goals:

  • Design: The university applies a 30% BEP goal and 3% VBP goal on design contracts for construction projects. OPD promotes opportunities for architects, engineers and other professional service consultants (PSCs).
  • Construction: Capital projects with a total estimated construction cost of $250,000 or greater have a 30% BEP goal and 3% VBP goal.

OPD ensures contract awards reflect and adhere to the BEP and VBP participation goals. Awarded contracts are reviewed and monitored by OPD. To take part in university projects as a diverse vendor, the business must be certified with the Illinois Commission on Equity and Inclusion, Business Enterprise Program. The University does not certify businesses.

Training and Development

OPD offers workshops for those firms interested in learning more about university project procedures. OPD hosts an annual Construction Summit to educate diverse businesses about the university's procurement process and introduce owners to university mangers, key decision makers and other businesses to partner with.

OPD staff is always available at university pre-bid and pre-construction meetings to aid in the clarification of the programs and procedures.

OPD assists prime contractors in locating MBE/WBE/PBE/VBE firms to achieve established participation goals.

Other Construction Opportunities

Job Order Contracts (JOC)

The University of Illinois maintains several Job Order Contracts (JOC) for a collection of detailed new construction, renovation & repair tasks with pre-established unit prices for selected projects under $250,000. Diverse vendors can participate as prime or subcontractors.

UIUC Contractor Services

UIUC Contractor Services provides UIUC clients with a "One Stop" program for using the services of contractors for small projects. Diverse businesses are encouraged to respond to the RFP to become one of the pre-qualified contractors within 30 divisions of work.

Public Private Partnerships

Public Private Partnerships (P3) projects are managed by a third party developer that must also adhere to the university’s 30% BEP and 3% VBP goals.

Department of Human Rights Workforce Program

The Illinois Department of Human Rights Minority/Female Workforce Program offers equal employment opportunities to minority and female tradesperson in accordance with the Illinois Human Rights Act (775 ILCS 5/7-105 (A)) and the Rules established by the Department of Human Rights (44 Ill. Adm. Code 750). Minority and female workforce employment goals are established for each county in the State.

OPD oversees and monitors workforce compliance on select construction projects. For all construction work in given geographic areas, workforce goals are measured as a percentage of total hours of labor performed by the contractor's total workforce in each trade.

Illinois Works Apprenticeship Initiative Program

The goal of the Illinois Works Apprenticeship Initiative (“10% apprenticeship goal”) is that for projects estimated to cost $500,000 or more, apprentices will perform either 10% of the total labor hours actually worked in each prevailing wage classification or 10% of the estimated labor hours in each prevailing wage classification, whichever is less. The 10% apprenticeship goal applies to projects being paid for in whole or in part by appropriated capital funds to construct a public work either through a contract or grants. The university is responsible for ensuring compliance with the Illinois Works Apprenticeship Initiative for all contracts and grants it administers.

Finding Competitive Solicitations

Invitations for Sealed Bid (IFSB), Requests for Proposal (RFP), or quotations are used in purchasing or contracting for competitive items where practical or required by law.

Bid limits for goods and services other than professional and artistic services are adjusted annually by the Chief Procurement Officer for Higher Education. Please see Bid (IFB)/Request for Proposal (RFP) limits for the current fiscal year.

Invitations for bids and requests for proposals for goods and services are placed in the Illinois Higher Education Procurement Bulletin. Information included provides the bid due date, time, and place of the bid opening. Many solicitation documents are available for download from the Bulletin's site. All responses to solicitations are publicly opened.

To register your business and learn about procurement opportunities, please visit the Illinois Procurement Bulletin Public Institutions of Higher Education.

Responding to a Bid or Proposal

A Bidder or Proposer shall document its commitment to meeting the Contract specific diverse participation goals by submitting a Utilization Plan with the Bid or Proposal. The Utilization Plan shall include (1) one or more Letter(s) of Intent from the relevant diverse firms; and (2) current IL CMS BEP/VBP certification. Alternatively, the Bidder or Proposer shall submit a written request for waiver, which documents its preceding Good Faith Efforts and an explanation of its inability to meet the goals for diverse business participation. The Utilization Plan shall be submitted at the time that the bid or proposal is due.

Utilization Plan

For any solicitation where a diversity goal has been established, the Bid or Proposal shall include a complete Utilization Plan as set forth in the BEP Utilization Forms. The Utilization Plan shall include the name(s), mailing address, email address, and telephone number of the principal contact person of the relevant diverse firms. If the Bidder or Proposer plans to utilize one or more subcontractors which are BEP certified firms, the subcontractor shall be identified by one of its certification statuses within the Utilization Plan.

To find more details on utilization plan, please refer to the BEP Utilization Plan Guide.

Subcontracting Participation Agreement

A Bid or Proposal shall include, as part of the Utilization Plan, one or more Letter(s) of Intent, as set forth on the BEP Utilization Forms, executed by each diverse subcontractor and the Bidder or Proposer. The Letter(s) of Intent will be used to confirm each BEP certified vendor shall perform work as a subcontractor, supplier, joint venture, or consultant on the Contract. Each Letter of Intent shall accurately detail the work to be performed by the relevant BEP certified vendor, the agreed dollar amount, the percentage of work, and the terms of payment. Each BEP certified Vendor must perform a "commercially useful function" to be counted towards the participation goal.

Waiver Request

The University of Illinois System requires that when diversity goals are not met, Bidders or Proposers may request a change or waiver in those goals and must demonstrate "Good Faith Efforts". The University of Illinois will investigate and determine whether good faith efforts were demonstrated.

The University of Illinois will consider all other evidence of good faith efforts made by the bidder to secure eligible diverse firms to meet the specified goal.

Any Bidder or Proposer requesting a waiver, must document in writing the steps taken to obtain BEP certified vendors as subcontractors. The University of Illinois may require that the vendor provide additional information upon request.

For more guidance on Good Faith Efforts please refer to the BEP Good Faith Effort Guide.

Resources for Vendors

 

General Resources

  • Illinois Procurement Bulletin Public Institutions of Higher Education
    The Bulletin is a free online resource for vendors wishing to do business with the public universities in Illinois. Participating universities post notices for upcoming bids, requests for proposal, requests for information, solicitation documents, and awards.
  • BidBuy
    The State of Illinois’s eProcurement System. BidBuy is designed to streamline service, increase efficiency, reduce cycle times and transaction costs, improve availability of information and modernize the tools and resources available to incorporate best practices in Illinois procurement.
  • Illinois Department of Transportation - Procurement
    Learn more about IDOT business processes related to procurement, including prequalification, advertisements, policies, guidelines, and much more.
  • Illinois Procurement Gateway
    The IPG is an online vendor portal used for gathering business information from vendors who wish to conduct business with Illinois' State agencies and universities. There is no registration cost to vendors.
  • Sell 2 Illinois
    Navigate Sell 2 Illinois streamlined procurement process. Special programs are available for small and diverse business enterprises to help you grow your revenues, enhance your credentials and build your business capacity.
  • Illinois Public Higher Education Cooperative (IPHEC)
    The Illinois Public Higher Education Cooperative (IPHEC) streamlines procurement processes by consolidating common needs across multiple state universities into a single bid. This process involves one university initiating and receiving bids for a specific commodity, with all thirteen Illinois public universities participating in the Cooperative.
 

Supplier Diversity Resources

  • Commission on Equity and Inclusion (CEI)
    The Commission on Equity and Inclusion (CEI) was created to expand access to state contracts for minorities, women, persons with disabilities, and veterans and assist the state in enhancing the equity and inclusion throughout its workforce..
  • Business Enterprise Program (BEP)
    The Business Enterprise Program (BEP) supports businesses owned by minorities, women, and persons with disabilities.
  • Veterans Business Program (VBP)
    The Veteran Business Program (VBP) assists qualified service-disabled veteran-owned small businesses (SDVOSB) and veteran-owned small businesses (VOSB).
  • Diverse Vendor Search
    Search the certified BEP/VBP Vendors Directory for diverse vendors.
  • Diverse Supplier Development Program (DSDP)
    The U of I's Diverse Supplier Development Program (DSDP) is a 9-month program will help diverse small business owners expand their capacity and knowledge, empowering them to grow their business.
 

Construction and Capital Project Resources

Diverse Supplier Development Program

  • The University of Illinois System’s Diverse Supplier Development Program (DSDP) reflects our commitment to empowering diverse businesses and creating a more inclusive economy.

    Visit the DSDP website to learn more.

Forms and Documents

Policies