Doing Business in Illinois
How Can Vendors Do Business With the State for Commodities, Equipment, Supplies and Services?
Questions about bidding and/or selling goods and services to the State of Illinois?
This information will be helpful if you have not previously contracted with the state or are unfamiliar with state purchasing policies and procedures.
All qualified vendors are invited to participate in bidding on the wide variety of commodities and equipment purchased by the state. The Department of Central Management Services (CMS) is authorized by law to buy commodities and equipment for State agencies and elected officials. (Please note that for construction-related work, you will need to contact the Department of Transportation or the Capital Development Board.)
You can read the Standard Procurement Rules [PDF, 176KB]  and the Procurement Code [PDF, 2.51MB].
How can vendors qualify to do business?
A. Bidder's Application Form (BAF)
The first step towards becoming a qualified vendor is the downloading and filing of a Bidder's Application Form (#IL-401-0297) [PDF, 286KB] . You may also request this form by calling or writing:
Procurement Services Division Office
405 William G. Stratton Building
Springfield, IL 62706
Phone: 1-866-ILL-BUYS (1-866-455-2897)
E-mail: webmaster@purchase.state.il.us
B. Illinois Department of Human Rights Form
Vendors who employ more than 15 employees must complete an Illinois Department of Human Rights (IDHR) Employers Report Form (PC-1) [PDF, 994KB] . After the application is received and reviewed by IDHR, the vendor will be issued an IDHR 8-digit number which must be entered on the BAF; the completed BAF should be sent to the address listed on the form.
IDHR Employers Report Forms may also be obtained from:
Illinois Department of Human Rights
Public Contract Unit
100 West Randolph, Chicago, IL 60601
(312) 814-2431
Notice: If your current Illinois Department of Human Rights (IDHR) number was issued prior to July 1, 1998, you must re-register by downloading the new IDHR form. To find complete information about this change, please read the information release.
C. Vendor Notification
After CMS has reviewed and approved the BAF, the vendor will be notified by letter of their acceptance.
What are the restrictions and costs of vendor qualification?
There is no cost to the vendor for the qualification process. Each vendor assumes the responsibility for bidding, billing and delivery when responding to bid invitations.
How do vendors find out what is being purchased?
A complete listing of bids for supplies and services by executive branch agencies under the jurisdiction of the Department of Central Management Services as a Chief Procurement Officer including the entire bid document, is available through Illinois Procurement Bulletin, Supplies and Services Edition. We also list upcoming contracting opportunities every month.
To become a Bulletin subscriber, go to http://www.purchase.state.il.us and click on Registration. You also can create a profile with the specific codes for the products and services you offer and receive email notification of new bid opportunities in those categories.
How is the bid prepared?
The preparation of the bid document (IFB) is the key step in the procurement process. If the service or product offered by the vendor meets all specifications, terms, and conditions, the price quoted on the IFB determines which vendor receives the award.
Remember: The vendor's bid constitutes an offer to enter into a contract with the State and if accepted, is binding.
How do I submit a bid?
The bid must be returned to the address in the IFB. It is the responsibility of the vendor to ensure the bid is received at the submission location prior to the designated official bid opening date and time shown on the IFB. Late submittals will not be accepted.
What happens at the bid opening?
Bids for commodities and equipment are opened in Room 801 of the William G. Stratton Building, Springfield, Illinois, or other location as specified in the IFB. The vendor or vendor's representative may attend any bid opening. Following the bid opening, the bids are reviewed by the buyer to determine the vendor who offers the lowest price and meets all specifications.
How are awards of contracts made?
The bid tabulation is analyzed by the buyer to determine if the low bid meets all specifications, terms, and conditions of the IFB. The successful bidder is notified by a written contract or purchase order. Unsuccessful bidders are not notified.
Are sales calls necessary?
Although not required, there is no substitute for a personal visit to the office to acquaint state buyers with a vendor and his or her products. You may also call or visit business offices of state agency facilities within your service area. And we have created a statewide procurement structure that has divided the States purchasing into portfolios, so you can contact the person who heads the portfolio(s) for the industries that your company is in.
How can vendors compare their bids?
After the award is made, the bid file is available for public inspection during normal business hours (8:30 a.m. - 5:00 p.m.) in the Contract Compliance Office, 405 William G. Stratton Building, Springfield, Illinois. Telephone requests cannot be honored. Information regarding the awarded bids may also be obtained through the Illinois Freedom of Information Act. The request should be made in writing to CMS.
Still have questions?
Call our Help Desk at 1-866-ILL-BUYS (1-866-455-2897) or e-mail webmaster@purchase.state.il.us.
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