Finance > Procurement Services > Register as a Bidder (Prospective Supplier)

Register as a Bidder (Prospective Supplier)

 

In early 2025, UT Procurement Services transitioned to a new electronic sourcing system (bid system) provided by Oracle. ALL SUPPLIERS WHO WISH TO RESPOND TO UT’S SOLICITATIONS, INCLUDING SUPPLIERS PREVIOUSLY REGISTERED IN ESM, MUST REGISTER IN ORACLE.

 

INSTRUCTIONS FOR REGISTERING IN ORACLE:

1. Refer to one of the following sets of instructions.

2. CLICK HERE TO REGISTER.

3. ONLY ENTER BIDDING CONTACTS IN ORACLE – UT uses another system for payment processes.

4. DO NOT ENTER BANK ACCOUNT INFORMATION IN ORACLE – UT uses another system for payment processes.

5. After you register, watch for two emails.

  • “Approval” email (read only) shortly after you register.
  • “Welcome” email with reset password link within 48 hours.  If you do not receive the welcome email within 48 hours, email SupplierInfo@tennessee.edu.

 

AFTER YOU REGISTER – Important Next Steps

1. Bookmark the link for the Oracle Supplier Portal Login Screen.

2. If you did not receive a welcome email, or if the link in the welcome email expired, enter your email address on the Oracle Supplier Portal Login Screen and click “forgot password” to log into the system.

2. Review Basic Navigation of the Oracle Platform

3. IMPORTANT: SET YOUR TIME ZONE

4. Create a Search to Automatically Display all UT Bids

5. Consider participating in the webinar, Getting Started in Oracle.  Visit our supplier training webpage to register.

 

UPDATING YOUR ORACLE PROFILE

Do not attempt to edit supplier information in Oracle.

UT Bidders (prospective suppliers) : use this UPDATE ORACLE PROFILE FORM to add bidding contacts, add/update products and services categories, or add/update business classifications.

UT Payable Vendors (spend authorized suppliers): log into Payment Works to update bank account information, remit addresses, or accounting contacts.

 

Additional Training Materials & Webinars

Visit our supplier training webpage to view additional training materials and upcoming webinars.

 

Frequently Asked Questions 

Check back frequently for updates.  Click here to submit questions or email SupplierInfo@tennessee.edu.

  • The email address you used when you registered.

  • YES!  Suppliers must register specifically for UT.

NO. There can only be one company record in Oracle, however you can add multiple contacts to the profile.

  • OPTION 1: One person creates the registration request and adds other individuals on the contacts screen before submitting the registration request.  See “Detailed Instructions for Registering as a Prospective Supplier (Bidder) in Oracle” on this webpage.
  • OPTION 2: One person creates and submits the registration request.  Other employees can use the UPDATE ORACLE PROFILE FORM on this webpage to add more bidding contacts.

  • UT is only using broad categories.  There are no subcategories for UT.

Company Details Section:

  • Company name
  • Tax organization type (corporation, individual, partnership, government, foreign corporation, foreign individual, foreign partnership, foreign government, fiduciary, tax exempt organization)
  • Taxpayer ID
  • Your name and email address

Contacts Section:

  • Names and email addresses of other bidders for your company, if applicable.

Address Section:

  • Company’s primary (legal) address.

Business Classifications Section:

  • Companies may voluntarily report business classifications such as minority-owned business, woman-owned business, or others.   If applicable, companies may select the certifying agency that corresponds with the classification.

Products and Services Section:

  • Click here to preview UT’s list of products and services categories.

  • UT Procurement Services manages procurement processes for small construction projects, those that typically involve one trade.   Construction and design companies that wish to receive invitations for such projects should register in Oracle.
  • UT Capital Projects manages major construction, renovation, and demolition projects for UT.  UT Capital Projects continues to post their opportunities on their website each Wednesday.

  • NO, but we encourage you to register as soon as the portal opens so you won’t miss upcoming opportunities.

  • UT will still use separate registration processes for bidders (prospective suppliers) and payable vendors (spend authorized suppliers).
  • UT Accounts Payable will continue to use Payment Works to set up payable (spend authorized) suppliers. As before, suppliers will be invited to register in Payment Works at the time they start doing business with UT, not in advance.

Terminology

  • Solicitations (RFQs, RFPs, and RFQ-Ss) are called “negotiations.”
  • Bidders are called “prospective suppliers.”
  • Payable vendors are called “spend authorized suppliers.”

Automated Email Notifications for UT’s Negotiations

  • Registered bidders (prospective suppliers) will receive automated email notifications for negotiations that are applicable to their company or to which they are invited to respond. (In the old system, most bidders received automated notices for all UT solicitations, even those that were not applicable to their company.)

  • Bidders still register at no cost.
  • Bidders still submit responses electronically.
  • The RFQ, RFP, and RFQ-S documents that UT asks bidders to complete and upload in the current system are the same.
  • UT procurement policies and procedures are the same.