University IT Consulting Contracts

A request for proposal (RFP 1JAM1106) was initiated to obtain contracts for University-wide use in purchasing as-needed IT consulting services.

These contracts do not negate any existing contracts that colleges/departments have for similar services, nor do they prohibit the option to create other individual contracts in the future.

Overview

Contracts were awarded to thirteen consulting firms and can be utilized by units from any of the three University of Illinois campuses. These contracts are meant specifically for use in obtaining services (from one or more of six groups of services) to assist in the implementation of IT projects. Each service group is further detailed into subgroups. Consulting firms can only be used for group(s)/subgroup(s) for which they were awarded contracts. Please see the consulting firm summary, below, for contract details.

Service Groups

IT services outlined in the thirteen negotiated contracts are divided into six groups of services. Each group is detailed below, and is further divided into subgroups in the service group tables. A list of consulting firms that have been approved to provide these services can also be found in the service group tables.

Group 1

Strategic Planning, Process Analysis, and Project Management – Services to develop strategic plans, governance, and performance measurement; long-range planning for budgeting and cost recovery; and services for documenting, designing, and implementing process changes.  Group 1 Table

Group 2

Infrastructure – Services for planning and implementing the infrastructure that supports the teaching, research, and service mission of the University. Group 2 Table

Group 3

Information Security – Services for planning and implementing information security to ensure the integrity of University data. Group 3 Table

Group 4

Software/Application Development – Services for analysis, development, testing, and project management of new applications, websites and vended products. Group 4 Table

Group 5

Customer Service – Services for improving customer service. Group 5 Table

Group 6

Teaching and Learning – Services for supporting the teaching and learning mission of the University. Group 6 Table

Consulting Firm Summary

For the original contract term of July 1, 2011, through June 30, 2014, the Board of Trustees approved a maximum of $25M in total to be spent during the three-year term, as well as a maximum cap per consulting firm during the same three-year term. These caps are cumulative across the University and are not a spending cap per department or singular engagement. Specific dollar amounts for each consulting firm are listed in the final column in the table below.

Funding for each issued purchase order will come from the college/department requesting consulting services.

Consulting firms cannot be contacted until contract numbers are assigned.  Therefore, contact information for consulting firms will be posted only as contract numbers are added to the site.

For an explanation of Service Group numbers, please see the service group tables detailed above (Group 1 | Group 2 | Group 3 | Group 4 | Group 5 | Group 6).

IT Consulting Contract Process

Request for Quote Form Instructions (editable doc | pdf)

Note: The Request for Quote form is not an authorization to begin services nor is the University under any obligation to pay for services outlined in the Request for Quote form.  IT consulting services can only begin after the consulting firm has received a Purchase Order.

1. College/Department determines group/subgroup of desired services

Review the service group tables and identify the group and subgroup of desired support. For example, SLA development is Group 5, Subgroup 4.
Direct links to individual service group tables can be found below:
(Group 1 | Group 2 | Group 3 | Group 4 | Group 5 | Group 6)

2. College/Department determines consulting firm(s)

Review the service group tables for a list of consulting firms that have been awarded contracts for each service. Select the consulting firm(s) from whom to request services.
Direct links to individual service group tables can be found below:
(Group 1 | Group 2 | Group 3 | Group 4 | Group 5 | Group 6)

3. College/Department downloads the Request for Quote Form (editable doc | pdf)

Download the Request for Quote Form (linked above). The Request for Quote Form is used to initiate contact with consulting firms and begins the process of outlining services, timelines, and other project details leading up to the ultimate purchase of services. The Request for Quote Form further specifies project details covered under the original scope of services approved by the Board of Trustees of the University of Illinois. Such details may include, but not be limited to, deliverables, assigned personnel, and tasks to be performed.

Important Note: The request for quote form or any attachments, exhibits, or additional documents are not intended to and shall not change, add, delete, or modify terms incorporated in the contract.

4. College/Department completes the Request for Quote Form

Complete the Request for Quote Form with the required information, including:

• College/Department Information (primary contact information)
• Service Group Information
  • Group/Subgroup Information
  • Task Order Description/Scope of Work (This includes project details for the performance of service, including reports, milestones, etc.)
  • Desired Project Start and End Dates (These dates are a preference and must take into account lead time needed for a purchase order to be issued.  Additionally, start and end dates will be contingent on the consulting firm's availability and will be finalized with the consulting firm previous to submitting a requisition.) 
• Consulting Firm Information
  • Name of Consulting Firm
  • Contract Number

5. College/Department emails the Request for Quote Form

Email the completed Request for Quote Form directly to the consulting firm using the contact information in the consulting firm summary.

6. Consulting Firm completes the Request for Quote Form

The consulting firm completes the bottom portion of the Request for Quote Form, including:

• Project Actual Start and End Dates
• Estimated cost 
• A detailed description of the service(s) to be performed, deliverables, personnel to be assigned, and a schedule for performance of services
• Consulting Firm representative's signature and contact information

7. Consulting Firm returns the completed Request for Quote Form

The consulting firm returns the completed Request for Quote Form with any applicable attachments to the primary college/departmental contact, as listed on the Request for Quote Form.

8. College/Department submits Request for Quote Form in iBuy

Login to iBuy (click here) and select the IT Consulting Services form located in the University Forms section of the iBuy Home/Shop page. (Access instructions for new iBuy users, click here.) Submit the iBuy form, attaching the completed Request for Quote Form and any other documents received from the consulting firm as an External Attachment in the External Info portion of the tab. 

Detailed instructions for completing the iBuy IT Consulting Services form: IT Consulting Services form Job Aid

9. iBuy form generates a requisition and purchase order

The completed IT Consulting Contracts iBuy form routes through the departmental approval queue, then to University Sourcing for approval and ultimately arrives in the University of Illinois Purchasing Division. The Purchasing Division issues a purchase order to the consulting firm. IT consulting services can begin only after the consulting firm has received the purchase order.

10. Consulting Firm receives payment

Payment will be made upon completion of the service(s) detailed in the purchase order. The college/department requesting the purchase order will be responsible for the approval of invoices (using standard departmental procurement process).

For More Information

Contact Information:

Kayci Bohlen
Contract Administrator
OBFS - University Sourcing

Phone: (217) 244-9177
Email: kbohlen@uillinois.edu

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