cpo-notice-2023.12-electronic-submission (1)~35.pdf
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- Attached to
- I-26-2064 Tri State Twy Asphalt Overlay Pvmt Mark Imprv Plz 35(Cermak) to N. Ave MP 29. 9 to MP 33. 5
- Solicitation number
- 27-557THA-ENGCO-B-54260
- Issued by
- Illinois
About this file
This is a procurement policy notice issued by the Chief Procurement Office for General Services in Illinois, effective May 10, 2023, establishing mandatory electronic submission requirements for all state agency solicitations. The notice rescinds CPO Notice 2020.06 and applies to all competitive solicitations including Invitations for Bid (IFB), Requests for Proposal (RFP), small purchases, and leasing Requests for Information (RFI) procured by Illinois state agencies unless explicitly stated otherwise in a solicitation document. State agencies are required to accept only electronic submissions through BidBuy for competitive solicitations and via email or BidBuy for small purchase procurements. Paper submissions, including those sent via US Mail, FedEx, UPS, hand delivery, or electronic media such as USB drives and DVDs, will not be accepted or considered. Agencies must use the newest template versions, including IFB template version 23.3 and RFP template version 23.4, which contain instructions stating "Only Electronic Submissions through BidBuy of Bids and Offers will be Accepted." Currently published solicitations using the "Notice to Bidders and Offerors Regarding Acceptance of Only Electronic Submissions" version 22.1 or earlier do not require amendment, though reference to CPO Notice 2020.06 should be updated. For unpublished solicitations prepared with earlier template versions, agencies must include the newest Notice of Electronic Submission Only form, available on the CPO website.
The policy transition to electronic-only submissions was implemented beginning March 27, 2020, and has resulted in increased efficiency for procurement personnel, cost savings for vendors and agencies, and reduced COVID-19 exposure risk. Electronic submission practices have also improved the completeness and accessibility of procurement files. The Chief Procurement Office provides updated solicitation and contract templates on its website at https://cpo-general.illinois.gov/solicitation-and-contract-templates.html. Agencies with questions regarding implementation should contact their State Purchasing Officer or the Chief Procurement Office at (217) 558-2231.
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Other files
| File | Type | Posted |
|---|---|---|
| vendor-disclosure-formerly-forms-a-v27-1-2026-0624~5.docx | DOCX document | |
| ipg-active-registered-vendor-disclosure-formerly-forms-b-v-26-1-8-26-2025~38.docx | DOCX document | |
| I-26-2064_Volume 1_10012026.pdf | ||
| Affidavit-IL-BusinessBidPreference_v25.1.pdf |
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Text version
Chief Procurement Office for General Services 300 West Jefferson Street • Suite 128 • Springfield, IL 62702
P (217) 558-2231 • F (217) 558-1399
Notice 2023.12 General Services
To: Agency Procurement Staff
Central Management Services Bureau of Strategic Sourcing State Purchasing Officers
From:
Date:
Subject:
CC:
Ellen H. Daley May 10, 2023 Electronic Submission Procurement Compliance Monitors Procurement Policy Board Commission on Equity and Inclusion
This notice is effective immediately and rescinds CPO Notice 2020.06.
Since March 27, 2020, agencies have been specifying and requiring the receipt of bids and offers electronically through BidBuy. This practice has resulted in greater efficiency for procurement personnel, cost savings for vendors and agencies, and a reduction in exposure to COVID-19. Additionally, acceptance of only electronic records has led to more complete and accessible procurement files.
Unless explicitly detailed to the contrary in a solicitation document, the following will apply to all solicitations procured via small purchase, Invitation for Bid (IFB), Request for Proposal (RFP), and leasing Request for Information (RFI):
1. State agencies shall only accept electronic submissions for competitive solicitations (IFB and RFP) through BidBuy. Submissions in paper format or on electronic medium, for example USB drives or digital video discs (DVD), shall not be accepted nor considered. Any information sent to the State outside of BidBuy, for example by US Mail, FedEx, UPS, or hand delivery, shall not be considered.
o For IFBs and RFPs that are currently published and include the “Notice to Bidders and Offerors
Regarding Acceptance of Only Electronic Submissions” (Notice of Electronic Submission Only) version 22.1 or earlier, agencies do not need to amend the publication or solicitation documents as the Notice to Bidders content is accurate except for reference to CPO Notice 2020.06.
o For IFBs and RFPs that have not been published and were prepared using IFB template version
23.2 or earlier or RFP template version 23.3 or earlier, agencies shall include the newest Notice
Chief Procurement Office for General Services 300 West Jefferson Street • Suite 128 • Springfield, IL 62702
P (217) 558-2231 • F (217) 558-1399 of Electronic Submission Only (now version 23.1). The form is located on the CPO’s website at https://cpo-general.illinois.gov/solicitation-and-contract-templates.html .
2. State agencies shall only accept electronic submissions for small purchase procurements via email or BidBuy. Submissions in paper format shall not be accepted nor considered.
3. Agencies shall use the newest template versions of the Invitation for Bid (now v.23.3) and Request for Proposal (now v.23.4). These changes remove reference to submission of bids and offers in paper format and include the instruction “Only Electronic Submissions through BidBuy of Bids and Offers will be Accepted.” The templates are located on the CPO’s website at https://cpo-general.illinois.gov/solicitation-and-contract-templates.html. The Notice of Electronic Submission Only form does not need to be attached when using the new templates.
If there are any questions regarding this notice, please ask your State Purchasing Officer or contact the Chief Procurement Office at (217) 558-2231.
- End -https://cpo-general.illinois.gov/solicitation-and-contract-templates.html
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