cpo-notice-2023.12-electronic-submission~68.pdf
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- Attached to
- RR-26-2066 Jane Addams Meml Tlwy I-90 Rdwy and Bridge Rehab and Plaza Impr Rock Cut Pk Rd to Genoa R
- Solicitation number
- 27-557THA-ENGCO-B-54615
- Issued by
- Illinois
About this file
This is a procurement notice issued by the Chief Procurement Office (CPO) for General Services in Illinois, dated May 10, 2023, addressing electronic submission requirements for state agency solicitations. The notice establishes mandatory electronic submission procedures effective immediately for all competitive solicitations, including Invitations for Bid (IFBs), Requests for Proposal (RFPs), small purchase procurements, and leasing Requests for Information (RFIs) processed through the State of Illinois. 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, whether mailed via US Mail, FedEx, UPS, hand-delivered, or submitted on electronic media such as USB drives or DVDs, will not be accepted or considered. The notice rescinds CPO Notice 2020.06 and establishes updated template requirements for state procurement documents.
The CPO specifies that agencies using IFB template version 23.3 or earlier and RFP template version 23.4 or earlier must include the newest "Notice of Electronic Submission Only" form (version 23.1), available on the CPO website. For previously published solicitations using Notice of Electronic Submission Only version 22.1 or earlier, agencies need not amend documents except to correct references to the rescinded CPO Notice 2020.06. These changes were implemented to increase efficiency for procurement personnel, reduce costs for vendors and agencies, decrease exposure to COVID-19, and ensure more complete and accessible procurement files. The notice applies to all State of Illinois agencies and their procurement staff and remains in effect unless explicitly contradicted in individual solicitation documents.
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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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