CPO Notice 2023.12 Electronic Submission~11.pdf
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- Solicitation number
- 26-492DOR-ADMIN-B-46922
- Issued by
- Cook County, Illinois
About this file
This document is a Chief Procurement Office (CPO) Notice from the State of Illinois' General Services department, issued on May 10, 2023, addressing electronic submission requirements for state procurement activities. The notice mandates that all state agencies exclusively accept electronic submissions for competitive solicitations, including Invitations for Bid (IFB), Requests for Proposal (RFP), and small purchase procurements through either BidBuy or email platforms. Effective immediately, the notice rescinds the previous CPO Notice 2020.06 and requires agencies to use the newest template versions for IFB (v.23.3) and RFP (v.23.4), which explicitly state that only electronic submissions will be accepted.
The primary objectives of this notice are to enhance procurement efficiency, reduce costs for vendors and agencies, and create more complete and accessible procurement files. Agencies must update their solicitation documents to reflect the new electronic-only submission requirements, with specific instructions for currently published and upcoming solicitations. The notice provides guidance on template versions, submission methods, and references the CPO's website for the most current solicitation and contract templates. This update represents a continued shift towards digital procurement processes, initially accelerated by COVID-19 safety measures, and now formalized as standard practice for state procurement activities.
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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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