cpo-notice-2023.12-electronic-submission~1.pdf
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- Attached to
- IFB Professional Painting Supplies
- Solicitation number
- 24-557THA-ADMIN-B-43301
- Issued by
- Dupage County, Illinois
About this file
This document is a notice from the Chief Procurement Office for General Services in the state of Illinois rescinding a previous notice and requiring all state agencies to only accept electronic submissions for competitive solicitations, including Invitations for Bid (IFB) and Requests for Proposal (RFP). Agencies are no longer permitted to accept paper submissions or submissions on electronic media such as USB drives or DVDs. This change applies to all solicitations, including small purchases, and is intended to increase efficiency, reduce costs, and limit exposure to COVID-19.
The notice provides instructions for agencies on updating their solicitation documents to reflect the requirement for only electronic submissions through the state's BidBuy system. It also directs agencies to use the newest versions of the IFB and RFP templates, which include language about the electronic submission requirement. The notice does not include any details about specific contract opportunities, pricing terms, set asides, incumbent vendors, or funding sources.
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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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