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Public Higher Education Bulletin

Southern Illinois University Carbondale
RFP #L072022

Request for Proposal: Sponsored Grants Management Solution ERP System

This notice has been modified
Published Tuesday January 31, 2023
The opening date has been changed to February 2, 2023.
This notice has been modified
Published Thursday January 19, 2023
Addendum 3 has been uploaded.
This notice has been modified
Published Wednesday November 30, 2022
The opening date has been changed to January 31, 2023 and Addendum 2 has been uploaded.
This notice has been modified
Published Friday October 28, 2022
Addendum 1, the pre-submission conference call minutes, has been uploaded.
First published Thursday, September 29, 2022
Sealed proposals will be accepted below until 2:00 PM, Thursday February 2, 2023:
At the following address:
Procurement Services
900 South Normal Avenue
Woody Hall, Room 449
Carbondale, IL 62901-0000
Southern Illinois University Carbondale's Office of Sponsored Projects Administration (OSPA) seeks proposals from qualified vendors to provide a Post-Award Grants Management Solution, which is capable of supporting post-award operations, tracking financial transactions, processing of billing and invoicing, application and maintenance of payments receipts, evaluation of the financial health of each sponsored award, other sponsored award management capabilities, and comprehensive reporting solutions for the administration of:
1. grant funds awarded to the University and
2. funds originating from the University and disseminated to sub-grantees, if applicable.
A pre-submission conference call will be held October 27, 2022 at 2:00 PM. The call in number is 877-937-7966, passcode 1398794. Questions regarding technical requirements will not be answered during this call and should be submitted as directed in Section 1.4. This conference call is to discuss BEP requirements and other State of Illinois requirements for submission of the solicitation only. Please have the solicitation document available for reference purposes. Attendance is highly recommended.
Registration for conducting business with the State of Illinois: (30 ILCS 500/20-43) Sec. 20-43. Bidder or offeror authorized to do business in Illinois. In addition to meeting any other requirement of law or rule, a person (other than an individual acting as a sole proprietor) may qualify as a bidder or offeror under this Code only if the person is a legal entity authorized to do business in Illinois prior to submitting the bid, offer, or proposal. The legal entity must be authorized to transact business or conduct affairs in Illinois prior to execution of the contract. Do not confuse this requirement with the Board of Elections certification. You may register to do business at
If you do $50,000 worth of business annually with the State of Illinois, including the state universities, you are required to register with the State Board of Elections and obtain from them a certificate confirming your registration. If it is discovered that the vendor is non-compliant, but made a good faith effort to comply with registration efforts prior to the date the bid or offer is due, a chief procurement officer may provide the bidder 5 business days to achieve compliance. A chief procurement officer may extend the time to prove compliance by as long as necessary in the event that there is a failure within the State Board of Electionss registration system. Responses to Invitations to Bid, Requests for Proposals, Requests for Information, and all other types of procurement solicitations are included in the calculation of this $50,000 annual amount, whether you receive a resulting award or not. If you do less than $50,000 worth of business annually, you may be exempt from the registration requirement.
Effective January 1, 2011 communications regarding the specifications of this solicitation, which are not given in a public forum, are subject to public reporting. Questions regarding where the bid is to be mailed, the date and time of the opening or how to obtain a copy of the solicitation or any other procedural question will not need to be reported. The disclosure of the inquiries that need to be reported will include the name, address, phone number and email address of the person and firm making the inquiry. The reporting of this information will be published on the Procurement Policy Board website:
Please include your Illinois Procurement Gateway registration number. If you are not registered, it is highly recommended that you do so. You may register at You do not have to be registered at the time of bid opening to be in compliance.
This solicitation contains a goal of 30% to include businesses owned and controlled by minorities, females and persons with disabilities in the States procurement and contracting / subcontracting processes and a goal of 3% to include businesses owned and controlled by military Veterans in the States procurement and contracting processes. All questions regarding any subcontracting goal must be directed to the Solicitation Contact. Failure to submit a Utilization Plan as instructed, if required, may render the response non-responsive. You MUST complete and attach the BEP Utilization Plan and Letter of Intent, which has been uploaded as L072022UtilizationPlan under Other Public Documents.
Please note the following shipping/mailing information. USPS mail will only be delivered to Procurement Services on Monday, Wednesday, and Friday however, FedEx and UPS shipments will be delivered directly to Procurement Services Monday through Friday. Therefore, please send your response to us either by UPS or by FedEx, so it does not have to go through Campus Mail before being delivered to Procurement Services. Your response MUST be delivered to Procurement Services by December 6, 2022 at 2:00 PM.

For instructions on how to obtain a comprehensive purchase description, disclosure or contract forms, contact:
Tina Logan
Phone: (618) 453-5751
FAX: (618) 453-6714
Chief Procurement Officer - John Donato
State Purchasing Officer - Steve Todt
Submit 1 copies of the response as defined in the specifications.
The University reserves the right to accept or reject any and all responses or parts thereof.
Illinois Department of Human Rights (IDHR) eligibility number is required on all proposals, if applicable.
There is a 30 percent BEP goal for this procurement. See solicitation documentation for details.
There is a 3 percent Veteran-owned business goal for this procurement. See solicitation documentation for details.
The contract(s) for this solicitation could exceed $50,000 annually.

This transaction is subject to the State Board of Elections registration and certification requirements of Public Act 095-0971.

The State of Illinois has a policy to encourage prospective vendors to hire qualified veterans, minorities, females, persons with disabilities and ex-offenders.

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To obtain documents, log on:
Specification Documents
  • L072022.docx (137 KB)
Other Public Documents
  • L072022Addendum1ConferenceCallMinutes.pdf (112 KB)
  • L072022Addendum2.pdf (103 KB)
  • L072022Addendum3.pdf (132 KB)
  • L072022UtilizationPlan.pdf (2 MB)