Illinois Administrative Code › Title 44 - GOVERNMENT CONTRACTS, GRANTMAKING, PROCUREMENT AND PROPERTY MANAGEMENT › Part 2600 - STATE BOARD OF ELECTIONS PROCUREMENT RULES › Subpart D - SOURCE SELECTION AND CONTRACT FORMATION › Section 2600.300 - General Provisions

Current through Register Vol. 48, No. 28, July 12, 2024
a)
				Any bid or proposal received or modified after the time and date for receipt,
				and at other than the specified location, is late. The Procurement Officer may,
				prior to the date or time for submitting or modifying a bid or proposal, extend
				the date or time or request bidders or offerors who have submitted timely bids
				or proposals to extend the time of their bids provided that the extension does
				not permit other vendors or offerors an opportunity to submit bids or
				proposals. Any unsigned bid will be considered only if the bidder's signature
				is transmitted before the time and date for receipt.
b) Bidding Process
1) The Invitation for Bids or the Request for
				Proposals may require that vendors submit, by a certain time and date, a notice
				of their intent to submit a bid or proposal in response to the IFB or RFP. Bids
				and proposals submitted without complying with the notice of intent requirement
				may be rejected. There shall be a minimum of 14 days between the Invitation for
				Bids or Request for Proposals and the close of the bidding process unless the
				Procurement Officer deems that an immediate procurement is necessary.
2) If only one bid or proposal is received,
				an award may be made to the single bidder or offeror if the Procurement Officer
				finds that the price submitted is fair and reasonable and that either other
				prospective bidders had reasonable opportunity to respond or there is not
				adequate time for resolicitation. If the Procurement Officer finds that either
				factor exists, he or she may solicit new bids or offers under sole source
				(Section
				2600.320
				) or emergency (Section
				2600.325 )
				procedures or cancel the procurement.
3) An Invitation for Bids or Request for
				Proposals may call for pricing of multiple items of similar or related type
				with award based on individual line item, group total of certain items, or
				grand total of all items.
4) Any
				bid or proposal that is conditioned upon receiving award of the particular
				contract being solicited and one or more other State contracts may only be
				accepted if the vendor is also independently evaluated as the winner of the
				other IFBs or RFPs, provided the agency need not delay procurement actions to
				accommodate the vendor's all or none condition.
5) The CPO or designee may consider
				unsolicited offers provided that an unsolicited offer must be in writing and
				must be sufficiently detailed to allow a judgment to be made concerning the
				potential utility of the offer to SBEL and it meets the requirements for a
				small (Section
				2600.315 ), sole
				source (Section 2600.320), or emergency (Section 2600.325)
				procurement.
6) The CPO or designee
				may request that a vendor clarify its bid or proposal as a part of the
				evaluation process. A vendor shall not be allowed to materially change its bid
				or proposal in response to a request for clarification.
7) The time of performance of an indefinite
				quantity contract may be extended upon agreement of the parties, provided the
				extension is for 90 days or less and the CPO determines in writing that it is
				not practical to award another contract at the time of the extension.
8) The quantity that may be ordered from a
				definite quantity contract without additional notice and competition may be
				increased by up to 20% provided the CPO determines that separate bidding for
				the additional quantity is not likely to achieve lower pricing. A particular
				procurement may specify a different percentage provided that it does not exceed
				the applicable small purchase threshold.
9) If, within 30 days after making an award
				to a particular vendor pursuant to a competitive sealed bid by or on behalf of
				SBEL, SBEL wishes to make another purchase request for the same item and for
				the same or lesser quantity, the CPO may contract with that vendor on the same
				terms and conditions, including price, without additional notice and
				competition, if the contract is acceptable to the vendor.
10) Vendors must clearly identify any
				information that is exempt from the disclosure requirement of the Illinois
				Freedom of Information Act [5 ILCS 140 ] and must request special handling of
				that material.
11) Dividing or
				planning procurements to avoid use of competitive procedures (stringing) is
				prohibited.