DoIT Procurement File Checklist IFB~8.docx
DOCX document 89 KB Posted
- Solicitation number
- 26-494DOT-FINAD-B-50518
- Issued by
- Grundy County, Illinois
About this file
This is a DoIT Procurement File Checklist for an Invitations for Bid (IFB) process issued by the Illinois Department of Innovation and Technology. The procurement pertains to MET6-CY25 Metro Ethernet services with a contract term of three years. The end user/department is John Alsup, and the procurement is tracked under Requisition #R-291695, Bid #B-50519. The checklist serves as a comprehensive document verification tool to ensure all required procurement file components are included at various stages of the acquisition process, including pre-publication, post-publication, bid tabulation, purchase order pre-execution, and post-execution phases.
The checklist details the extensive documentation requirements for an Illinois DoIT procurement file, including vendor disclosures, BEP (Business Enterprise Program) goal-setting forms and utilization plans, Veteran's Business Program documentation, responsiveness review materials, conflict of interest forms, and protest documentation if applicable. The file emphasizes compliance requirements such as IPG Active Registered Vendor Disclosures for contracts exceeding $100,000 annually, subcontractor certifications, and offset documentation from the Illinois Operational Clearance system. The checklist indicates that various contingent documents may be required based on procurement circumstances, such as small business set-aside waivers, brand name justifications, cloud security terms and conditions, and good faith effort documentation for minority and veteran participation programs. This structured checklist ensures thorough procurement compliance and documentation throughout all phases of the contract lifecycle.
View the file
Other files
| File | Type | Posted |
|---|---|---|
| IPG Active Reg Vendor Formerly Forms B for B-50518.docx | DOCX document | |
| Instructions and Reqs B-50518~1.docx | DOCX document | |
| Vendor Financial Disclosures Formerly Forms A for B-50518.docx | DOCX document | |
| BEP U-Plan for B-50518~1.pdf | ||
| Offer to the State B-50518.pdf | ||
| Contract B-50518 Revised.docx | DOCX document |
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Text version
DoIT Procurement File Checklist – IFB
Short Description: MET6-CY25 Metro Ethernet
| Term: 3 years |
| End User/Department: John Alsup |
| Awarded Vendor: |
| Awarded Amount: |
| Requisition # R-291695 |
| Bid # B-50519 |
| PO # |
Information Technology Procurement Office
Illinois DoIT Procurement File Checklist – IFB v.2 Page | 1
Illinois DoIT Procurement File Checklist – IFB V.1.0 Updated: 1/23/2026
Requisition
| Yes | N/A | |
| ☒ | ☐ | Purchase Request |
| ☐ | ☒ | Procurement Justification Form (if applicable) |
| ☒ | ☐ | BEP Goal Setting Form (if not SBSA) |
| Illinois DoIT Procurement File Checklist – IFB v.2 | 1 | Page | |
| ☒ | ☐ | BEP Goal Setting Review Form (GSR) or Waiver (if not SBSA) |
| ☒ | ☐ | Veteran’s Goal Setting Form (if not SBSA) |
| ☐ | ☒ | Labor Relations Checklist (if applicable) |
| ☒ | ☐ | Partially Completed Checklist |
| ☐ | ☐ | Communications for the procurement file |
Bid Pre-Publication
| Yes | N/A | |
| ☒ | ☐ | IFB Vendor Instructions and Requirements |
| ☒ | ☐ | Contract Template |
| ☒ | ☐ | Offer to the State of Illinois |
| ☒ | ☐ | Vendor Disclosures and IPG Active Registered Vendor Disclosures– Attach Blank Copy to BidBuy |
| ☒ | ☐ | BEP Goal Setting Form (if not SBSA) |
| ☒ | ☐ | BEP Goal Setting Review Form (GSR) or Waiver (if not SBSA) |
| ☒ | ☐ | Veteran’s Goal Setting Form (if not SBSA) |
| ☐ | ☒ | Blank U-Plan for BEP and/or VBP (if applicable) |
| ☐ | ☒ | BEP and/or Veteran Vendor Lists (if applicable) |
| ☒ | ☐ | Procurement Specific Requirement Attachments (if applicable) |
| ☐ | ☒ | Evaluation Materials (if applicable) |
| ☐ | ☒ | Small Business Set Aside Waiver (if applicable) |
| ☐ | ☒ | Brand Name Justification (if applicable) |
| ☐ | ☒ | Cloud Security Terms and Conditions (if applicable) |
| ☒ | ☐ | Partially Completed Checklist |
| ☐ | ☒ | Communications for the procurement file |
Post Publication Yes N/A
☐ ☐ Addendum (Amendment) Document(s) (if applicable)
| ☐ | ☐ | Pre-Submission Conference Presentation (if applicable) |
| ☐ | ☐ | Pre-Submission Conference Sign-in Sheet and Webex log/video (if applicable) |
| ☐ | ☐ | Vendor Questions and Answers/State’s Response (if applicable) |
Bid Tab
| Yes | N/A | |
| ☐ | ☐ | Responsiveness review sheet for presumptive awardee(s) |
| ☐ | ☐ | Non-Responsive/Responsibility Form and correspondence from Agency to Vendor |
| Illinois DoIT Procurement File Checklist – IFB v.1 | 2 | Page |
| ☐ | ☐ | Price Evaluation (If not done in Bid Buy) |
| ☐ | ☐ | Original bid document(s) from winning vendor’s quote attachments |
| ☐ | ☐ | Unsigned Notice of Award (NOA) |
| ☐ | ☐ | Offset from IOC (prime and subs) |
| ☐ | ☐ | If not awarded to the Lowest Bidder; written explanation filed with the PPB. |
| ☐ | ☐ | Vendor Disclosures or IPG Active Registered Vendor Disclosures (>$100,000 annually) |
| Illinois DoIT Procurement File Checklist – IFB v.2 | 2 | Page |
| ☐ ☐ | If IPG Active Registered Vendor Disclosures, IPG Registration including ownership Disclosures in Section I | |
| ☐ ☐ | Subcontractor Vendor Disclosures or IPG Active Registered Vendor Disclosures (>$100,000 annually) | |
| ☐ ☐ | If Subcontractor IPG Active Registered Vendor Disclosures, IPG Registration including ownership Disclosures in Section I | |
| ☐ | ☐ | Subcontractor Standard Illinois Certifications (If applicable) |
| ☐ ☐ | PPB Conflict of Interest Form signed by all parties (>$100,000 annually)—for prime and/or sub (if applicable) | |
| ☐ | ☐ | CEI Conflict of Interest Review Documentation (if applicable) |
| ☐ | ☐ | BEP Utilization Plans (if applicable) |
| ☐ | ☐ | VBP Utilization Plan (if applicable) |
| ☐ | ☐ | BEP Good Faith Effort Waiver (if applicable) |
| ☐ | ☐ | BEP Responsiveness Review or cure notice (if applicable) |
| ☐ | ☐ | Veterans Good Faith Effort Waiver (if applicable) |
| ☐ | ☐ | Documentation from protester filed with the Protest Review Office (if protest filed) |
| ☐ | ☐ | Letter from Agency to Protest Review Office providing response to protest (if protest filed) |
| ☐ | ☐ | Letter from CPO to protester and agency on final outcome (if protest filed) |
| ☐ | ☐ | Outreach/Direct Solicitation emails (if applicable) |
| ☐ | ☐ | Partially Completed Checklist |
| ☐ | ☐ | Communications for the procurement file |
Purchase Order Pre-Execution
| Yes | N/A | |
| ☐ | ☐ | Published SPO Signed NOA |
| ☐ | ☐ | Vendor Signed Legal Approved Contract |
| ☐ ☐ | Other contract-specific documents: pricing matrix/sheet, ordering instructions, SOW sample/template, etc. | |
| ☐ | ☐ | BEP Utilization Plans (if applicable) |
| ☐ | ☐ | VBP Utilization Plan (if applicable) |
| ☐ | ☐ | Original Offset from IOC or new Offset if original is more than 30 days old (prime and subs) |
| ☐ | ☐ | Vendor/Sub Disclosures (can be in a zip file) |
| ☐ | ☐ | Evaluation Materials (if applicable, can be in a zip file) |
| ☐ | ☐ | Completed Joint Purchase Authorization (if applicable) |
| ☐ | ☐ | Partially Completed Checklist |
Post Execution
| Yes | N/A | |
| ☐ | ☐ | Executed Contract |
| ☐ | ☐ | Redacted Executed Contract |
| ☐ | ☐ | CPO Signed Joint Purchase Authorization (if applicable) |
| ☐ | ☐ | Late Execution Waiver (if applicable) |
| ☐ | ☐ | Completed Checklist |
| ☐ | ☐ | Communications for the procurement file |
Notes:
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