Illinois Administrative Code › Title 44 - GOVERNMENT CONTRACTS, GRANTMAKING, PROCUREMENT AND PROPERTY MANAGEMENT › Part 4 - CHIEF PROCUREMENT OFFICER FOR PUBLIC INSTITUTIONS OF HIGHER EDUCATION STANDARD PROCUREMENT › Subpart E - SOURCE SELECTION AND CONTRACT FORMATION › Section 4.2036 - Other Methods of Source Selection

Current through Register Vol. 48, No. 28, July 12, 2024
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 offerors if necessary to obtain the total quantity needed.
				  Each portion shall be for a definite quantity and the sum of the portions shall
				  be the total definite quantity required.
b) Multiple Award
An award may be made to two or more vendors for similar
				  supplies or services when there is a need that cannot reasonably be met by a
				  single award as determined by the university and SPO.
1) Supplies and services may be solicited
				with the intent to make multiple awards. The solicitation must state this
				intent and describe the type of multiple award in detail and the methodology
				for determining which vendor from among the multiple awardees will receive an
				as-needed individual order.
2)
				Types of Multiple Awards
A) Progressive
				(Primary with Alternates)
A multiple award may be made to a primary and one or more
				  alternate vendors when there is a need for multiple vendors to ensure immediate
				  performance. The primary vendor shall have first refusal for all orders with
				  others contacted in progressive order. Ranking of the alternates shall be by
				  price or value depending on the methodology (IFB or RFP) used in the
				  solicitation. Selection to meet the particular need shall be by low price or
				  best value as appropriate to the underlying solicitation. If appropriate and
				  within legal requirements, an alternate progressive award for the same items
				  may be made to promote statutory preferences, goals, policies and programs
				  (e.g., small business set-aside).
B) Pre-qualified Pool of Vendors
i) When it may be more efficient or more
				appropriate based on the nature of the item to establish a pool of qualified
				vendors and then select from among that pool as needs arise, the university may
				use an RFP to identify vendors who meet the criteria for the pre-qualified
				pool. The university may select the pool from among the vendors ranked most
				qualified, but the number in the pool shall be the minimum necessary to meet
				the need, and generally not exceed 10. Once selected, these vendors shall be
				considered of equal rank. If appropriate and within legal requirements, an
				alternate pool for the same item may be established to promote statutory
				preferences, goals, policies and programs (e.g., Business Enterprise for
				Minorities, Women, and Persons with Disabilities (BEP) Act, Veterans Business
				Program (VBP), and small business set-aside).
ii) When there is a specific need, each pool
				vendor will be contacted directly in writing and asked to submit a price,
				timeline for completion and any other information necessary to address the need
				by a specified date. The vendor submitting the response that meets stated needs
				and is the lowest price or that provides the best value will have the award.
				The method of selection shall be identified in the request for
				quotation.
iii) If it is not
				practicable for the university to discuss the particular need with each pool
				vendor, the university may, with SPO approval, select the two most qualified,
				based on the initial selection of the pool, to discuss the particular need. The
				university must detail the reasons for the selection and obtain SPO approval.
				Documentation to the procurement file must contain the reason why pre-selection
				discussions with all pool vendors were not practicable.
3) Exception for Conflict or
				Capacity
If there is a known conflict of interest or the vendor
				  otherwise eligible for the order is not available to perform, the next low or
				  next best value vendor shall be offered the order.
4) Type of Contract
Multiple award contracts shall be considered master ordering
				  agreements. Supplies or services ordered under these contracts shall be
				  documented on the order that refers to that agreement. A multiple award
				  contract is not a requirements contract and does not guarantee any level of
				  ordering activity by the university.
5) If a particular quantity requirement
				arises that exceeds the university's normal requirement or a quantity or amount
				specified in the contract, a separate solicitation may be issued.
6) Despite the existence of a multiple award,
				the need may be met by a separate single award solicitation.