7.2.1 Competitive Solicitation Process

Policy Statement

A competitive selection process—Invitation for Bid/Request for Proposal (IFB/RFP)—is required at the competitive solicitation threshold. Announcements and advertisements publicize University of Illinois System’s requirements and provide the bid due dates, times, and places of the opening. Announcements must be advertised on the Illinois Higher Education Procurement Bulletin for a minimum of 14 days. All IFBs/RFPs are required to be publicly opened in the presence of at least one member or officer of the Board of Trustees or delegate.

Reason for the Policy

To ensure transparency, fairness, and compliance with state procurement regulations, the University of Illinois System requires a competitive solicitation process for purchases at or above the designated threshold. This policy supports the system’s commitment to ethical procurement practices, promotes cost-effective purchasing, and encourages competition allowing for broad vendor participation.

Applicability of the Policy

This policy applies to all University of Illinois System departments, units, and affiliated entities initiating purchases that meet or exceed the competitive solicitation threshold.

Procedure

Competitive solicitations require collaboration between the unit and its relevant university or system purchasing office. There are multiple steps to successfully complete a competitive solicitation. Units should allow at least three months for the IFB process and up to six months for the RFP process, the process may take longer based on the complexity of the solicitation.

In addition to the timeline outlined above, commodities, general services, and professional services in the amount of $1,000,000 or more requiring payment by the University of Illinois System in one fiscal year require Board of Trustees approval. At this dollar level, units should allow up to three additional months for completion of the board approval process and award of contract or purchase order, though these processes may take longer.