Illinois Procurement BulletinPublic Institutions of Higher Education

Glossary

We've put together a glossary of terms you may encounter on the bulletin. If there are additional terms you've come across that you do not understand, please reach out to cpowebmaster@uillinois.edu for assistance.

Award
A purchase order or contract issued in response to a bid (or proposal) made to the bidder who submits the lowest and best bid (or proposal) which conforms in all respects to the specifications, terms, and conditions of the bid (or proposal). In making awards universities may also consider the bidder's financial situation, potential ability to successfully fulfill the purchase order or contract terms and conditions, and past performance record. Award information will be posted on competitive solicitations once they are granted. A "General Award" is one of non-completive notice types that may be posted on the Bulletin.
Business Enterprise Program (BEP)
Illinois Business Enterprise Program. The Illinois Business Enterprise Program promotes the economic development of businesses owned by minorities, women, and persons with disabilities. The Business Enterprise for Minorities, Females, and Persons with Disabilities Act is designed to encourage state agencies to purchase needed goods and services from businesses owned and controlled by members of these groups.
Bid
A vendor or supplier's offer or quotation specifically given in response to an invitation for bid issued by a university, usually in competition with other vendors or suppliers. Sealed bid openings are conducted as scheduled and are open to the public. Upon completion of the public opening, individuals outside the university are not allowed further information or review of the bids until after an award has been made.
Commission on Equity and Inclusion (CEI)
Commission for Equity and Inclusion (Illinois)
Chief Procurement Officer (CPO)
"Chief Procurement Officer" or "CPO-HE" - The Chief Procurement Officer for Public Institutions of Higher Education, as created by Section 10-20(3) of the Code, or a designee.
Concession
The right granted by a license, lease or other agreement to use State property, whether tangible or intangible. Also includes the right to engage in a certain activity on the lessor's property (e.g., a refreshment or parking concession).

Concession notices are one of the non-competitive notice types that may be posted on the Bulletin.
Construction Bid
As used in this part, building, altering, repairing, improving, or demolishing any public structure or building, or making improvements of any kind to public real property. Construction does not include the routine operation, routine repair or routine maintenance of existing structures, buildings, or real property. [30 ILCS 5/1-15.20]

Construction Bid notices are one of the competitive notice types that may be posted on the Bulletin.
Emergency Purchase
An emergency purchase may be made if:
  • Public health or safety is threatened
  • Immediate repairs are needed to protect university property against loss or damage
  • Immediate action is needed to prevent or minimize serious disruption in university services
  • Integrity of university records is threatened
Emergency Purchase notices are one of the non-competitive notice types that may be posted on the Bulletin.
Exemption
A contract that falls into one of five specific categories and is exempt from the usual selection process in the Illinois Procurement Code.

Exemption notices are one of the non-competitive notice types that may be posted on the Bulletin.
Final Amount
for Emergency Procurements, total cost (if only an estimate is known, it shall be published. But, a subsequent notice repeating all required information shall be published when the final amount is known).
Invitation for Bid (IFB)
A document which invites a supplier, usually in competition with other suppliers, to submit prices and other information for a particular good or service which a university wishes to purchase.

Invitation for Bid notices are one of the competitive notice types that may be posted on the Bulletin.
Letter of Intent
Part II of the 'Utilization Plan', as defined below.
Notice
A brief summary of each solicitation and award over the bid limit published by the Public Higher Education Bulletin.

There are numerous different notices types, some of which are competitive (ex: Invitations for Bids or Request for Proposals), while others are non-competitive (ex: Emergencies or Exemptions). You can find definitions for each notice type in this glossary and search for notices using the Bulletin's Search or Advanced Search pages.
Opening Date
An alternative label for 'due date' or 'deadline'. It refers to the date the bids are opened by the buyer.
Procurement Policy Board Review (PPB Review)
"Procurement Policy Board" or "PPB" - The body created by Section 5-5 of the Code.
Professional and Artistic RFP (PA-RFP)
"Request for Proposals-Professional and Artistic" or "RFP-P&A" - The process by which a purchasing agency requests information from offerors, including all documents, whether attached or incorporated by reference, used for soliciting proposals for professional and artistic services as defined in Section 1-15.60 of the Code.

Professional and Artistic RFP notices are one of the competitive notice types that may be posted on the Bulletin.
Protest
Protests may be filed by any person or entity that submitted an offer and will be conducted in accordance with Section 4.5550 (Protests). Within 10 days after filing a protest, the protesting offeror shall file a full and complete statement with the CPO-HE or Protest Review Officer identifying the grounds for the protest and any facts in support of the protest.
Qualifications-Based Selection (QBS)
Also known as "Request for Professional Services Qualifications" Construction-related professional services subject to the Architectural, Engineering, and Land Surveying Qualifications-Based Selection Act {30-ILCS 535} are exempt from the Procurement Code. The QBS process facilitates the selection of professional design firms on the basis of qualifications and competence in relation to the scope of the project.

Request for Professional Service Qualifications (QBS) notices are one of the competitive notice types that may be posted on the Bulletin.
Request for Information - Real Property Lease (RFI-RPL)
"Request for Information for Real Property or Capital Improvement Leases" or "RFI-Real Property Leases" or "RFI-RPL" - The process of seeking proposals for leases of real property or capital improvements as outlined under Article 40 of the Code.

Real Property Lease notices are one of the competitive notice types that may be posted on the Bulletin.
Request for Information (RFI)
A document which asks suppliers to provide information describing their ability to provide a good or service. Price may or may not be included. A Request for Information is not awarded.

Request for Information notices are one of the competitive notice types that may be posted on the Bulletin.
Request for Proposal (RFP)
A document which describes a university's need for goods or services and invites suppliers to submit information, including price, describing how the supplier can provide what is needed.

Request for Proposal notices are one of the competitive notice types that may be posted on the Bulletin.
Request for Quote (RFQ)
A document that invites suppliers to submit prices for a particular good or service which a university wishes to purchase.
Sole Source
A sole source procurement is one in which only one supplier can provide the commodity, technology, and/or perform the services required. Before buyers move forward with a sole source purchase, interested parties are given the opportunity to testify for or against the sole source determination at a public hearing. The hearing only held if a vendor requests to testify. Information about the hearing is included in the Sole Source notices that are posted on the Bulletin.

Sole Source notices are one of the non-competitive notice types that may be posted on the Bulletin.
State Purchasing Officer (SPO)
"State Purchasing Officer" or "SPO" - An individual appointed by the CPO-HE in accordance with Section 10-10 of the Code and assigned to exercise procurement authority at the direction of the CPO-HE.
Utilization plan
A form and additional documentations included in all bids or proposals that demonstrate a vendor's proposed utilization of vendors certified by the Business Enterprise Program (see 30 ILCS 575) and the Veterans Business Program (Section 45-57 of the Code) to meet the targeted goal.