Illinois Administrative Code

Section 1600.7015 Inspections a) Inspection of Plant or Site The OLG may enter, or authorize CMS to enter, a vendor's or subcontractor's plant or place of business to: 1) inspect supplies or services for acceptance by the State pursuant to the terms of a contract; 2) audit the bo…

Section 1600.7020 Records and Audits a) Retention of Books and Records Books and records that relate to performance of a contract, including subcontracts, and that support amounts charged to the OLG, shall be maintained: 1) by a vendor, for three years from the date of final paym…

Section 1600.7025 Written Determinations a) Preparation and Execution When the Code or this Part requires a written determination, the officer required to prepare the determination may delegate its preparation, but the responsibility for and the execution of the determination sha…

Section 1600.7030 No Waiver of Sovereign Immunity Nothing in this Part shall be deemed to be a waiver of sovereign immunity.

Section 2000.01 Title This Part may be cited as the Secretary of State's Procurement Rules.

Section 2000.05 Policy All procurements for the Office of the Secretary of State (SOS) shall be accomplished in the most economical, expeditious and commercially reasonable manner that is in accordance with statute, this Part and other applicable rules.

Section 2000.08 Illinois Procurement Code Articles 1, 15, 20, 25, 30, 33, 35, 40, 43, 45, 50 and 53 of the Illinois Procurement Code [30 ILCS 500/Arts. 1, 15, 20, 25, 30, 33, 35, 40, 43, 45, 50 and 53] (the Code) will be referenced in this Part. The Secretary of State shall procu…

Section 2000.10 Application a) The Code and this Part apply to those procurements for which the vendors were first solicited on or after July 1, 1998. b) Procurements for which vendors were first solicited on or before June 30, 1998, shall be conducted pursuant to legal requireme…

Section 2000.1005 Conduct and Oversight of Procurements a) Chief Procurement Officer. The Secretary of State shall designate a chief procurement officer (CPO) for purposes of the Code and this Part. The CPO may conduct any or all procurements on behalf of the SOS. The CPO must ha…

Section 2000.15 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 fo…

Section 2000.1510 Illinois Procurement Bulletin Notice of any procurement action required by the Code to be publicized in a recognized Procurement Bulletin will be forwarded to the appropriate State agency or institution for inclusion in the appropriate volume of the Bulletin. (S…

Section 2000.1560 Supplemental Notice Publication in the Bulletin may be supplemented by publication elsewhere at the discretion of the SOS.

Section 2000.1570 Error in Notice When a required publication contains an error, the error may be corrected by a single notice published in the Bulletin.

Section 2000.1580 Direct Solicitation In addition to giving notice in the Bulletin, the SOS may directly contact prospective vendors by providing copies of Invitations for Bids, Requests for Proposals, or other procurement information. Direct solicitation may be oral or in writin…

Section 2000.2005 General Provisions a) Late Bids or Proposals, Late Withdrawals and Late Modifications 1) Definition. Any bid or proposal received after the time and date for receipt, and at other than the specified location, is late. A bid that is delivered to the wrong locatio…

Section 2000.2010 Competitive Sealed Bidding a) Application Competitive sealed bidding is the required method of source selection except as allowed by the Code and this Part. The provisions of this Section apply to every procurement required to be conducted by competitive sealed …

Section 2000.2012 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 wh…

Section 2000.2015 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 fo…

Section 2000.2020 Small Purchases a) Application 1) Procurements of $100,000 or less for supplies or services, other than professional and artistic, and $100,000 or less for construction may be made using the method of source selection determined by the Procurement Officer to be …

Section 2000.2025 Sole Economically Feasible Source Procurement a) Application The provisions of this Part apply to procurement from a sole economically feasible source (referred to as sole source) unless the estimated amount of the procurement is within the limit set in Section …

Section 2000.2030 Emergency Procurements a) Applications The provisions of this Part apply to every procurement over the small purchase limit set in Section 2000.2020 (Small Purchases) of this Part and that is not a sole source procurement under Section 2000.2025 of this Part mad…

Section 2000.2035 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 Qu…

Section 2000.2036 Other Methods of Source Selection a) Split Award 1) An award of a definite quantity requirement may be split between bidders or offerors. Each portion shall be for a definite quantity and the sum of the portions shall be the total definite quantity required. A s…

Section 2000.2037 Tie Bids and Proposals a) Tie bids or proposals are those from responsive and responsible vendors that are identical in price or evaluation and represent the low price. b) Tie bids or proposals will be treated as follows: 1) If the tied vendors include an Illino…

Section 2000.2038 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 bidders. b) Mistakes Discovered Before Opening A vendor may correc…

Section 2000.2040 Cancellation of Solicitations; Rejection of Bids or Proposals a) Scope of this Section The provisions of this Section shall govern the cancellation of any solicitations whether issued by the State under competitive sealed bidding, competitive sealed proposals, s…

Section 2000.2043 Suppliers a) The Procurement Officer may contract with any qualified source of supply, but must procure from the Directed Sources except as permitted by those sources, and must consider the following Special Sources. b) Directed Sources − State-Produced Supplies…

Section 2000.2044 Vendor List/Required Use a) The CPO may maintain a list of vendors interested in doing business with the State. The names and addresses of vendors on the list shall be available for public inspection. b) Inclusion on, or exclusion from, the list shall not be a f…

Section 2000.2045 Prequalification a) General 1) The CPO shall identify by publication in the Bulletin the categories of supplies and services (including professional and artistic services) for which the CPO may prequalify vendors of those supplies and services. The CPO is not re…

Section 2000.2046 Responsibility a) Application Contracts are to be made only with responsible vendors unless no responsible vendor is available to meet the State's needs. If there is doubt about responsibility, and if a bond or other security would adequately protect the State's…

Section 2000.2047 Security Requirements a) A Procurement Officer may require that a vendor furnish bid, proposal, or performance security on State contracts. Whenever security is required, except as provided herein, the procurement document will clearly indicate the type and amou…

Section 2000.2050 Specifications and Samples a) Responsibilities Regarding Specifications 1) The Procurement Officer shall write the necessary specifications except as noted in this subsection (a). 2) If a specification for general or common use or a qualified products list exist…

Section 2000.2055 Types of Contracts a) Scope This Section contains descriptions of types of contracts and limitations as to when they should be utilized by the State in its procurements. Types of contracts not mentioned in this Section may also be utilized. b) Prohibition of Cos…

Section 2000.2060 Duration of Contracts − General a) General 1) A multi-term contract for a term of up to 10 years is authorized when determined by the CPO to be in the best interest of the State, inclusive of proposed contract renewals. 2) A software license may have a term long…

Section 2000.25 Property Rights Receipt of an Invitation for Bids or other procurement document, or submission of any response thereto, or other offer, confers no right to receive an award or contract, nor does it obligate the State in any manner. SUBPART B: PROCUREMENT RULES

Section 2000.2560 Prevailing Wage a) For the following classifications and if competition exists, no bidder will be awarded a contract unless its employees are paid wages and benefits and are working under conditions prevalent in the location where the work is to be performed. 1)…

Section 2000.2570 Equal Employment Opportunity; Affirmative Action a) Public Contracts. Every party to a public contract and every eligible bidder shall: 1) Refrain from unlawful discrimination and discrimination based on citizenship status in employment and undertake affirmative…

Section 2000.2580 Subcontractors All competitive sealed proposals, including proposals for professional and artistic services, shall include a provision to require each offeror to identify, either in its proposal or prior to award, the identity of the subcontractors that will be …

Section 2000.2800 All Costs Included The IFB or RFP and any resulting contract should define whether prices cover transportation, transit insurance, delivery, installation, taxes, and any other costs. SUBPART M: CONSTRUCTION AND CONSTRUCTION RELATED PROFESSIONAL SERVICES

Section 2000.3005 Construction and Construction Related Professional Services Construction and construction-related services are procured by the CPO in accordance with the Secretary of State Act [15 ILCS 305/5] under rules promulgated by the SOS (71 Ill. Adm. Code 2000). SUBPART …

Section 2000.4000 Applicability Except as otherwise authorized by law, real property leases and capital improvement leases are subject to, and shall be procured by, the Office of the Secretary of State in accordance with the Code and this Part.

Section 2000.4005 Requests for Space/Department Responsibilities a) Departments shall indicate their space needs by submitting a written request to the CPO on the forms required by the CPO. b) Departments shall give early notice of new or changing space requirements. Each Departm…

Section 2000.4010 General Acquisition Procedures a) SOS will review State-owned space leased by other agencies that may be suitable to fill the department space request. Such space, because it involves no outside expenditure or because use would avoid unnecessary lease costs, wil…

Section 2000.4015 Acquisition of Leases by RFI All leases, except those falling under the exceptions listed in Section 2000.4020 or emergency procurements (Section 2000.4045) will be acquired as follows: a) All leases will be procured by a Request for Information (RFI). RFIs will…

Section 2000.4020 Leases Acquired by Other Methods a) The following types of leases may be acquired without a formal RFI process: 1) Leases for less than 10,000 square feet. 2) Leases in which the base rent is estimated to be less than $100,000 per year. 3) Leases in which the te…

Section 2000.4025 Renewal or Extension of Lease in Effect Prior to July 1, 1998 (Repealed) (Source: Repealed at 47 Ill. Reg. 10622, effective July 3, 2023)

Section 2000.4030 Renewal of Leases a) Leases may be renewed if: 1) The CPO determines in writing that such renewal is in the best interest of the State. 2) A Notice of renewal must be published in the Bulletin at least 60 days prior to the exercise of that option to renew a leas…