Procurement File Checklist P-99461.pdf

State of Illinois CPO General Services Procurement File Checklist – Small Purchase Under 20K

PROCUREMENT FILE CHECKLIST – SMALL PURCHASES UNDER 20K

Procurement Description

Awarded Vendor

BidBuy Requisition No.

BidBuy Bid/Bid Tab No. _______________________________________________________________________________

BidBuy PO No.

IL Procurement Code (30 ILCS 500/20-155(b))

A procurement file shall be maintained for all contracts, regardless of the method of procurement. The procurement file shall contain the basis on which the award is made, all submitted bids and proposals, all evaluation materials, score sheets and all other documentation related to or prepared in conjunction with evaluation, negotiation, and the award process. The procurement file shall contain a written determination, signed by the chief procurement officer or State purchasing officer, setting forth the reasoning for the contract award decision. The procurement file shall not include trade secrets or other competitively sensitive, confidential, or proprietary information. The procurement file shall be open to public inspection within 7 business days following award of the contract.

YES N/A

State Agency Designation Memo

Small Purchase with Special Conditions (if applicable)

Small Purchase Designation Form

Vendor Quote

Standard Terms and Conditions

Approved SBSA Waiver (if applicable)

Gov. Office Approval Email of Indemnification Language Changes (if applicable)

Fully Executed Contract

Other

Dibsys Console Server SBSA

Dynamic Interactive Business Systems, Inc.

27-551HDA-INFOT-R-330040

n/a

27-551HDA-INFOT-P-99461

X

X

X

X

X

X

X

X

X

State of Illinois CPO General Services Procurement File Checklist – Small Purchase Under 20K

Include all other substantive documents and records of communication that pertain to the procurement and any resulting contract. (44 ILL. ADM. CODE §1.2080(c))

Create a separate file folder which may contain any documents with trade secrets or other competitively sensitive, confidential or proprietary information.

YES N/A

Documentation exempt from FOIA - Proprietary, Confidential, Competitively Sensitive, or Trade Secret (i.e. e-mails, proposals, letters)

Agency Representative Printed Name & Title

Agency Representative Signature

X

Anna Harris, Assistant Agency Procurement Officer

8/24/2026