University Leasing Process
The University of Illinois leases considerable space in the furtherance of its broad mission. While there is leased space in almost every County in Illinois, the bulk of the leased space is in Chicago and Champaign -Urbana. All University leases are between the University of Illinois Board of Trustees and the Landlord and all are processed through the University of Illinois Office of Capital Programs and Real Estate Services with offices in Champaign and Chicago. As a public entity, leasing by the University can be somewhat complex and time consuming given the significant oversight by State agencies as well as the University approval process. The following is a high level overview of that process.
The University leasing process falls into two categories based on space size and value:
- RFI leasing: A process for procuring a lease where the lease has an annual rent is $100,000 or more or the leased area is 10,000 sq. ft or more in area. These leases are procured by publishing a Request for Information utilizing the State of Illinois Higher Education Bulletin and in the newspaper in the subject area. Submittals to an RFI require the landlord to make various certifications and conflict of interest disclosures in advance of the award. The review process and submittals along with the University analysis of the RFI proposals will be made public upon request. Several State Agencies may review the leases and lease award. An RFI process may take as long as 6 months to complete.
- Non-RFI leasing: A process for procuring a lease where the lease has an annual rent of less than $100,000 and the leased area is 10,000 sq. feet in area or less. These leases are procured by a localized solicitation of proposals but not published in the State of Illinois Higher Education Bulletin. A Non-RFI process may be accomplished in 1-3 months.
In addition to the above requirements, a lease of $200,000 or more annually, requires submittal to the University of Illinois Board of Trustees. The University of Illinois Board of Trustees meets 6 times a year which has implications for project scheduling.