Ill. Admin. Code tit. 44, § 8.2080 - Public Procurement File
a) A
procurement file shall be maintained for all contracts, regardless of the
method of procurement. The procurement file shall contain the basis on which
the award is made, all submitted bids and proposals, all evaluation materials,
score sheets and all other documentation related to or prepared in conjunction
with evaluation, negotiation and the award process. The procurement file shall
contain a written determination, signed by the CPO or SPO, setting forth the
reasoning for the contract award decision. The public procurement file shall
not include trade secrets or other competitively sensitive, confidential, or
proprietary information. The procurement file shall be open to public
inspection within 7 days following award of contract. [30 ILCS
500/20-155(b) ]
b) The procurement file shall be maintained
by CDB or under the jurisdiction of the CPO.
c) Documentation of Procurement Actions. CDB,
under the direction of the SPO, shall maintain an ongoing procurement file or
associated contract file of all substantive documents and records of
communications that pertain to the procurement and any resulting contract from
the time of initiation of the procurement through the entire lifespan of the
procurement. Unless otherwise indicated in this Section, all documents shall be
included in the file within 3 days after finalization of the document. When
applicable, this shall include, but is not limited to:
1) All determination memos showing approvals
to proceed at all stages;
2)
Procurement Bulletin Postings;
3)
Solicitation document (e.g., IFB) and all amendments, clarifications and Best
& Final Offer requests;
4)
Vendors' responses, including clarifications and responses to Best & Final
Offer requests;
5) Evaluation
material (e.g., scoring guidelines and forms; completed score sheets for
individual evaluators, including notes; evaluation committee's combined score
sheets; evaluation committee's recommendation; and management's
decision);
6) Protest and
resolution;
7) Contract;
8) Change order, amendments, renewal or
extension;
9) All communications
and determinations made by PPB;
10)
Contractor Performance reviews;
11)
If a project labor agreement (PLA) is applicable to a project, a written
determination of the benefits of the PLA pursuant to the Project Labor
Agreements Act;
12) Any other
documents, at the direction of the CPO;
13) All information from subsections (c)(1)
through (c)(7), less information exempt from disclosure under the Freedom of
Information Act [5 ILCS 140 ] or other law (for example the Architectural,
Engineering, and Land Surveying Qualifications Based Selection Act [30 ILCS 535
] that exempts contractor performance reviews), shall be prepared and available
for inspection and copying, within 7 days after the award is posted to the
Bulletin. All post-award procurement documents shall be added to the
procurement file within 3 days after finalization.
d) In accordance with the Illinois
Procurement Code and this Part, relevant documents shall be made available on
request prior to inclusion in the procurement files for the purpose of
evaluation and/or filing a protest, except those documents that are exempted by
law from disclosure.
Notes
State regulations are updated quarterly; we currently have two versions available. Below is a comparison between our most recent version and the prior quarterly release. More comparison features will be added as we have more versions to compare.
No prior version found.