cpo-notice-2023.12-electronic-submission~47.pdf
PDF 216 KB Posted
- Attached to
- RR-25-6002 Systemwide, Pavement Repairs
- Solicitation number
- 26-557THA-ENGCO-B-51024
- Issued by
- Illinois
About this file
This is a Chief Procurement Office (CPO) Notice issued by the Illinois Department of Central Management Services, effective May 10, 2023, establishing mandatory electronic submission requirements for all state agencies conducting competitive procurements. The notice applies to all solicitations procured via small purchase, Invitation for Bid (IFB), Request for Proposal (RFP), and leasing Request for Information (RFI) processes. State agencies are required to accept only electronic submissions through BidBuy for competitive solicitations and small purchase procurements via email or BidBuy, with paper submissions, USB drives, DVDs, and materials sent through alternative delivery methods explicitly prohibited from consideration. Agencies must utilize the newest template versions for IFBs (version 23.3) and RFPs (version 23.4), which incorporate electronic submission instructions and eliminate references to paper-based submission formats.
The notice rescinds CPO Notice 2020.06 and formalizes practices implemented since March 27, 2020, which have generated increased efficiency for procurement personnel, cost savings for vendors and agencies, and reduced COVID-19 exposure risks. Additionally, the electronic submission requirement has resulted in more complete and accessible procurement files for state agencies. Agencies with currently published IFBs and RFPs utilizing the "Notice to Bidders and Offerors Regarding Acceptance of Only Electronic Submissions" version 22.1 or earlier are not required to amend their solicitation documents, as the existing notice content remains accurate except for the CPO Notice reference update. The CPO provides updated forms and templates on its website to ensure compliance across all 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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