Ill. Admin. Code tit. 44 § 1.1525

Current through Register Vol. 48, No. 49, December 6, 2024

Section 1.1525 - Bulletin Content

a) The Bulletin will contain all content required by the Code. The Bulletin may include reference information of general interest (e.g., how to access the other volumes of the Illinois Procurement Bulletin, notice of new legislation, announcements and determinations) and may serve as the CPO-GS's official website. SPOs shall publish all notices to the Bulletin.

b) Notice of each procurement, except small purchases, shall be published in the Bulletin for at least 14 days and shall contain at least the following information:

1) the name of the purchasing agency (and using agency, if different);

2) a brief description of the supplies or services sought in the particular solicitation;

3) a procurement reference number, if used;

4) the date the procurement is first offered (procurements that require notice shall not be distributed to vendors prior to the date the notice is first published in the Bulletin);

5) the date, time and location for making submissions;

6) the method of source selection;

7) the name of the State Purchasing Officer in charge and the name of the State agency person assigned to the procurement;

8) instructions on how to obtain a comprehensive purchase description and any disclosure and contract forms;

9) encouragement to prospective vendors to hire qualified veterans; and

10) encouragement to prospective vendors to hire qualified Illinois minorities, women, persons with disabilities and residents discharged from any Illinois adult correctional center.

c) Notice of the award that was the subject of a notice in subsection (b) shall be issued electronically on the day of the award to the successful responsible bidder or offeror.

d) The SPO shall publish the notice of award to the Bulletin for 14 days, unless a shorter time is authorized by the Code or this Part. This notice shall contain at least the following information:

1) the information published in subsections (b)(1) through (7);

2) the contract price and the name of the vendor selected for award;

3) the number of unsuccessful bidders, offerors or respondents;

4) for each bidder, offeror or respondent who submitted a bid, offer or response, including the awarded vendor:

A) The bidder, offeror or respondent's name;

B) For IFBs, the amount bid by each bidder;

C) If applicable, the percentage of business to be performed by a certified Business Enterprise Program vendor as reflected in the utilization plan;

D) If applicable, the percentage of business to be performed by a certified Service Disabled Veteran Owned Small Business or certified Veteran Owned Small Business as reflected in the utilization plan; and

E) The name or names of the certified firms identified in the bidder's or offeror's submitted utilization plan; and

5) other disclosures required to be published in the Bulletin.

e) If an award to other than the lowest responsive and responsible bidder results pursuant to Section 20-10(g), an SPO must post in the Bulletin a written explanation with the notice of award. The written explanation must also be filed by the SPO with the Legislative Audit Commission and must include:

1) a description of the State agency's needs;

2) a determination that the anticipated cost will be fair and reasonable;

3) a listing of all responsible and responsive bidders; and

4) the name of the bidder selected, the total contract price, and the reasons for selecting that bidder.

f) Notice of each contract renewal shall be posted in the Bulletin within 14 days after the determination by the purchasing agency to execute the contract. The date of determination to execute shall be the date of the last signature required by the State agency to move forward with the renewal. Each State agency shall identify the renewal approval process and shall ensure the renewal notice contains the required information and is posted to the Bulletin within the prescribed time. The notice shall require all of the information required under subsection (b) or shall reference this information electronically, which may include attachment of or reference to the original Bulletin notice.

g) Notice of renegotiated contracts and change orders for all procurements other than small purchase procurements that increase the cost of a contract by more than $10,000 or the time of completion by a total of 30 days or more shall be posted on the Bulletin for 14 days.

h) The following information regarding emergency procurements shall be published in the Bulletin within 5 days after emergency contract award:

1) name of the procuring agency (and using agency, if different);

2) name of the vendor selected for award;

3) brief description of what services or supplies the vendor intends to provide;

4) total price (if only an estimate is known, it shall be published, but a subsequent notice repeating all required information shall be published when the final amount is known);

5) reasons for using the emergency method of source selection;

6) name of the SPO and the name of the State agency person in charge of the procurement;

7) name of the State agency person who authorized the emergency contract action; and

8) statement of emergency procurement, if available, and, if not available, to be filed as an amendment to the notice within 10 days after the emergency procurement.

i) In addition to the requirements of subsection (h), the notice of hearing to extend an emergency contract must be published electronically in the Bulletin at least 14 days prior to hearing. A completed emergency extension justification form as prescribed by the CPO-GS shall be published as part of the notice of hearing.

j) The following information regarding intent to enter into a sole source contract shall be published in the Bulletin at least 14 days prior to entering into the contract with the designated sole source vendor:

1) name of the purchasing agency (or using agency, if different);

2) name of the intended sole source vendor;

3) a description of what services or supplies the vendor intends to provide;

4) name of the SPO and the name of the State agency person in charge of the procurement;

5) the date, time and location of the scheduled public hearing with an explanation that the hearing will be cancelled if no hearing request is received; and

6) a completed sole source justification form as prescribed by the PPB.

k) Each purchasing agency shall post in the Bulletin a copy of its annual report of utilization of businesses owned by minorities, women and persons with disabilities. Posting is due within 10 days after the purchasing agency submits its report to the Business Enterprise Council in accordance with Section 6(c) of the BEP Act.

l) Other notices shall be published on the Bulletin as provided by the Code, including notices related to suspensions and debarment, Business Enterprise Program and Small Business Set-Aside waivers, and other matters of public interest.

m) The CPO-GS may allow another CPO or another governmental entity to publish procurement related notices and other matters of public interest to the Bulletin.

Ill. Admin. Code tit. 44, § 1.1525

Amended at 36 Ill. Reg. 10729, effective August 6, 2012

Amended at 38 Ill. Reg. 20884, effective 10/31/2014

Amended at 46 Ill. Reg. 10208, effective 6/2/2022