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

Register as a Prospective Supplier (Bidder)

 

Suppliers are responsible for carefully reading the instructions on this page.  Failure to do so could result in missed opportunities.

In early 2025, UT Procurement Services transitioned to a new electronic sourcing system (bid system) provided by Oracle. All suppliers that wish to respond to UT’s solicitations, including those previously registered in ESM Solutions, must register in Oracle.

 

INSTRUCTIONS FOR REGISTERING IN ORACLE (DASH):

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.

6. If you wish to save your registration and complete it later:

  1. Look for an email from dash-noreply@tennessee.edu with subject “Supplier Registration Request Was Saved.”
  2. Use the link in the email to finish your registration. Do not use the original registration link.

 

AFTER YOU REGISTER – Important Next Steps

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

2. First Login: If you did not receive a welcome email, or if the link in the welcome email has expired, go to the Oracle Supplier Portal Login Screen.  Enter your email address in the User ID field.   Click “forgot password” to create a password.  Email SupplierInfo@tennessee.edu if you need assistance.

2. Review Basic Navigation of the Oracle Platform

3. IMPORTANT: SET YOUR TIME ZONE

4. IMPORTANT: CHANGE ORACLE SETTINGS TO VIEW UT BIDS

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

6. Reset Oracle Password Inside the Platform

 

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. It is best practice to have only 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 (Businesses should use their Federal Employer Identification Number.)
  • Your name and email address

Contacts Section:

  • Names and email addresses of other bidders for your company, if applicable.  Do not enter accounting contacts in Oracle.

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 continues to use separate systems for bidders (prospective suppliers) and payable vendors (spend authorized suppliers).
  • UT Procurement Services uses Oracle (DASH) for bidding processes.
  • UT Accounts Payable uses Payment Works for payment processes. 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.”

  • 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.