Illinois Administrative Code

Section 1.8005 General The Chief Procurement Officer shall adopt administrative rules, including emergency rules, to establish a procurement process to select a successor private manager if a private management agreement has been terminated. [20 ILCS 1605/9.1(o)] (Source: Added a…

Section 1.8010 Selection Process a) Notwithstanding any other law to the contrary, the Department of the Lottery (Lottery) shall select a private manager through a competitive request for qualifications process consistent with Section 20-35 of the Code. [20 ILCS 1605/9.1(e)] b) C…

Section 1.8015 Lottery Advisors a) The Lottery may retain the services of an advisor to assist in the preparation of the terms of the request for qualifications and the selection of the private manager. b) Any prospective advisor seeking to assist the Lottery must disclose all ma…

Section 1.8020 Public Hearing (Repealed) (Source: Repealed at 38 Ill. Reg. 20884, effective October 31, 2014)

Section 1.8025 Award a) Prior to the Lottery's selection of the final offeror, the CPO-GS shall certify that the procurement process provided for under this Subpart has been followed. Notice of this determination shall be published on the Bulletin. b) The Lottery shall select a f…

Section 1.8030 Action to Contest Selection a) Any action to contest the selection of the private manager by the Lottery must be brought within 14 calendar days after the publication of the notice provided for in Section 1.8025(b). b) Any action to contest the final selection will…

Section 4.1 Title This Part may be cited as the Higher Education Standard Procurement Rules. (Source: Amended at 36 Ill. Reg. 10951, effective August 6, 2012)

Section 4.10 General Exemptions a) Except as specifically provided in the Code, the Code and this Part do not apply to: 1) contracts between the State and its political subdivisions or other governments, or between State governmental bodies. (For purposes of this subsection (a), …

Section 4.1005 Procurement Authority a) The CPO-HE appointed by the Executive Ethics Commission will exercise the procurement authority created by the Code for the benefit of the State of Illinois and the universities under the jurisdiction of the CPO. The Executive Ethics Commis…

Section 4.1010 Appointment of State Purchasing Officers (Repealed) (Source: Repealed at 36 Ill. Reg. 10951, effective August 6, 2012)

Section 4.1011 Procurement Authority of the CPO (Repealed) (Source: Repealed at 36 Ill. Reg. 10951, effective August 6, 2012)

Section 4.1030 Other Procurement Authority of the Universities (Repealed) (Source: Repealed at 36 Ill. Reg. 10951, effective August 6, 2012)

Section 4.1060 Delegation a) Procurement actions not reserved in writing by the CPO-HE or delegated to an SPO or other designee shall be conducted by the university. b) The CPO-HE may delegate to any SPO or other designee or, in consultation with a university, to a university aut…

Section 4.1080 Illinois Mathematics and Science Academy The Illinois Mathematics and Science Academy and its SPO shall procure supplies and services for the operation of the Academy through the CPO-HE. All such procurements for the Academy shall be made in accordance with the req…

Section 4.13 Additional Exemptions Applicable to Higher Education a) Except as provided in this Section, the Code shall not apply to procurements made by or on behalf of universities for any of the following: 1) Memberships in professional, academic, research, or athletic organiz…

Section 4.14 Certification, Hearing and Registration Waivers Applicable to Higher Education (Repealed) (Source: Repealed at 40 Ill. Reg. 456, effective January 15, 2016)

Section 4.15 Definition of Terms Used in This Part As used throughout this Part, terms defined in the Illinois Procurement Code shall have the same meaning as in the Code and as further defined in this Section, and each term listed in this Section shall have the meaning set forth…

Section 4.1501 Illinois Procurement Bulletin − Higher Education a) The Illinois Procurement Bulletin consists of four volumes, one for each of the Chief Procurement Officers designated in the Code. Each volume will contain information relating to procurements under the authority …

Section 4.1510 Publication of Higher Education Bulletin The CPO-HE will publish the Bulletin in electronic form and may update the Bulletin as needed. A link to the Bulletin can be found on the CPO-HE maintained websites at http://www.procure.stateuniv.state.il.us and http://www.…

Section 4.1515 Registration Prospective vendors and other interested parties must complete the Bulletin registration screens to download solicitations and other procurement-related documents and to receive email notices, including notices of award. (Source: Amended at 43 Ill. Reg…

Section 4.1525 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 …

Section 4.1535 Vendor Portal a) In consultation with the PPB and universities, the CPO-HE may establish a vendor portal, use another CPO's vendor portal, or jointly operate a vendor portal with other CPOs if a single portal better serves the needs of State agencies and the vendor…

Section 4.1545 Supplemental Notice (Repealed) (Source: Repealed at 36 Ill. Reg. 10951, effective August 6, 2012)

Section 4.1550 Error in Notice a) When a required publication contains an error, the error may be corrected by a single notice published in the Bulletin within a reasonable time after the original publication. b) The SPO must approve any correction that results in a change of pro…

Section 4.1560 Alternate and Supplemental Notice a) If the electronic Bulletin cannot be published, the CPO-HE may publish notice in one of the other CPO's Procurement Bulletins on an interim basis. If no electronic version of the Bulletin can be published, the CPO-HE may designa…

Section 4.1580 Direct Solicitation In addition to giving notice in the Bulletin, the SPO or university staff authorized by the SPO may directly contact prospective vendors by providing copies of solicitations or other procurement information. Direct solicitation may be oral or in…

Section 4.1585 Notice Time Each solicitation shall be published in the Bulletin at least 14 days prior to the date set for opening, unless a shorter time is authorized by the Code or this Part. (Source: Added at 36 Ill. Reg. 10951, effective August 6, 2012)

Section 4.1595 Availability of Solicitation Document Procurements that require notice shall not be distributed to vendors prior to publication of the notice in the Bulletin. A copy of the solicitation shall be made available for public inspection at the university procurement off…

Section 4.2005 General Provisions a) Method of Source Selection. Unless otherwise authorized by law, all State contracts shall be awarded by competitive sealed bidding, in accordance with Section 20-10 of the Code, except as provided elsewhere in the Code. The CPO‑HE may determin…

Section 4.2010 Competitive Sealed Bidding a) Application Competitive sealed bidding, also referred to as Invitation for Bids, is the required method of source selection except as allowed by the Code and this Part. The provisions of this Section apply to each procurement required …

Section 4.2012 Multi-Step Sealed Bidding a) Definition Multi-step sealed bidding is a two-phase process consisting of a technical first phase composed of one or more steps in which bidders submit unpriced technical offers to be evaluated by the State, and a second phase in which …

Section 4.2013 Reverse Auctions a) CPO-HE Authorization A university may procure supplies or services (other than for professional and artistic services, telecommunications services, communication services, information services, and construction projects, including design profess…

Section 4.2015 Competitive Sealed Proposals a) Competitive Sealed Proposals may be used whenever permitted by the Code and as described in this Part. b) The Competitive Sealed Proposal method of source selection may be used to procure the following categories. Note that the follo…

Section 4.2020 Small Purchases a) When making a small purchase, the university shall ensure maximum reasonable competition and promote small businesses, diversity, transparency and other statutory policies. For all small purchases of $20,000 or more, quotes must be sought from at…

Section 4.2025 Sole Source and Sole Economically Feasible Source Procurement a) Application The provisions of this Part apply to procurements from a sole source and sole economically feasible source unless the estimated amount of the procurement is within the limit set in Section…

Section 4.2030 Emergency Procurements a) Authority to Make Emergency Procurements The provisions of this Part apply to every procurement over the small purchase limit set in Section 4.2020 (Small Purchases) made under emergency conditions. A university shall have the authority to…

Section 4.2033 Best Value Procurements a) Definition − A best value procurement means a contract award determined by objective criteria related to price, features, functions, and life-cycle costs that may include: 1) total cost of ownership, including warranty, under which all re…

Section 4.2035 Competitive Selection Procedures for Professional and Artistic Services a) Application 1) The provisions of this Section apply to every procurement of professional and artistic services except those subject to the Architectural, Engineering and Land Surveying Quali…

Section 4.2036 Other Methods of Source Selection Notice of the results of any of the following methods must be published in the Bulletin in the form and format specified by the CPO-HE. a) Split Award An award of a definite quantity requirement may be split between bidders or offe…

Section 4.2037 Tie Bids and Proposals a) Tie bids or proposals are those from responsive and responsible vendors that are, in the case or bids, identical in price and, in the case of proposals, identical in rank after evaluation. b) Tie bids or proposals will be treated as follow…

Section 4.2038 Modification or Withdrawal of Bids or Proposals a) Modification or Withdrawal A bidder or offeror may withdraw or modify a bid or proposal if notice of the withdrawal or modification is received by the SPO before the latest time specified for receipt of bids or pro…

Section 4.2039 Mistakes a) General Corrections to bids, proposals or other procurement processes are allowed, but only to the extent not contrary to the best interest of the State or the fair treatment of other offerors. b) Mistakes Discovered Before Opening A vendor may correct …

Section 4.2040 Cancellation of Solicitations; Rejection of Bids or Proposals a) Policy Any solicitation shall be cancelled before or after opening when a university requests or when the SPO determines cancellation to be in the State's best interest. Any cancellation shall be just…

Section 4.2043 Suppliers A university may contract with any qualified source of supply, but shall use or consider, as applicable, the following special sources, from which procurements may be made without competition: a) Correctional Industries in accordance with Subpart N. b) St…

Section 4.2044 Vendor List Each university may maintain a list of vendors who have expressed interest in contracting with the university. This list may be used to solicit for small purchases and emergency procurements, as well as to supplement Bulletin notices. Inclusion in any u…

Section 4.2045 Vendor Prequalification a) The SPO may prequalify prospective vendors when determination of vendor qualifications or preliminary evaluation of supplies or services prior to solicitation would promote the effective conduct of procurement. b) The SPO shall identify b…

Section 4.2046 Responsibility a) Application Before making an award or approving a contract, the SPO must be satisfied the prospective bidder or offeror is responsible. If there is doubt about responsibility, and if a bond or other security would adequately protect the university…