Illinois Administrative Code › Title 44 - GOVERNMENT CONTRACTS, GRANTMAKING, PROCUREMENT AND PROPERTY MANAGEMENT › Part 8 - CHIEF PROCUREMENT OFFICER FOR THE CAPITAL DEVELOPMENT BOARD › Subpart K - PROCUREMENT FILES › Section 8.2080 - Public Procurement File

Current through Register Vol. 48, No. 28, July 12, 2024
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.