cpo-notice-2023.12-electronic-submission~65.pdf
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- Solicitation number
- 27-557THA-ENGCO-B-53505
- Issued by
- Illinois
About this file
This is a Chief Procurement Office (CPO) Notice issued by the State of Illinois General Services Department on May 10, 2023, effective immediately, that establishes mandatory electronic submission requirements for all state agency procurements. The notice applies to competitive solicitations including Invitations for Bid (IFBs), Requests for Proposal (RFPs), small purchase procurements, and leasing Requests for Information (RFIs). State agencies are required to accept only electronic submissions through BidBuy for IFBs and RFPs, with no paper submissions, USB drives, DVDs, or materials sent via traditional mail services accepted or considered. For small purchase procurements, agencies shall accept electronic submissions via email or BidBuy only. The notice rescinds the previous CPO Notice 2020.06 and requires agencies to use the newest template versions: Invitation for Bid version 23.3 and Request for Proposal version 23.4, which contain explicit instructions that only electronic submissions through BidBuy will be accepted.
The notice mandates that agencies using previously published IFB and RFP documents with the Notice of Electronic Submission Only version 22.1 or earlier do not need to amend publications, as existing content remains accurate except for references to the rescinded notice. Agencies preparing new solicitations that have not yet been published must include the newest Notice of Electronic Submission Only (version 23.1) if using IFB templates version 23.2 or earlier or RFP templates version 23.3 or earlier. The CPO justifies these requirements by citing greater efficiency for procurement personnel, cost savings for vendors and agencies, reduced COVID-19 exposure, and more complete and accessible procurement files. All template forms are available on the CPO website at https://cpo-general.illinois.gov/solicitation-and-contract-templates.html.
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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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