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 J - PROCUREMENT FILES › Section 4.2080 - 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 SPO, setting forth the reasoning for the contract
				award decision
and any other determinations relative to the particular
				procurement. The publicly available portion of
the 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 calendar days following award of the contract.
[
				30 ILCS
				500/20-155(c) ]
b) The procurement files shall be maintained
				by or under the jurisdiction of the CPO-HE.
c) Documentation of Procurement Actions
Each university, under the direction of the SPO, shall
				  maintain in the procurement or associated contract file all substantive
				  documents and records of communications that pertain to the procurement and any
				  resulting contract. This shall include, as applicable, but is not limited
				  to:
1) The records showing approvals
				to proceed at all stages;
2)
				Procurement Bulletin postings;
3)
				Solicitation document (e.g., IFB, RFP, etc.) and all amendments, clarifications
				and best and final requests;
4)
				Vendors' responses, including clarifications and responses to best and final
				requests (losing responses may be stored elsewhere);
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) Documentation establishing goals for
				solicitations and contract awards for certified vendors (Business Enterprise
				for Minorities, Women, and Persons with Disabilities (BEP) Act, Veterans
				Business Program (VBP), and small business) including all documentation or
				worksheets determining the scope of work included in the goal setting, the
				commodity or classification codes used to establish goals, whether any
				exemptions were granted or denied, any determinations of a vendor's good faith
				effort or lack of good faith effort to meet goals, and any goal waivers
				granted;
7) Protest and
				resolution;
8) Contract and any
				order, change, amendments, renewal or extension;
9) Contractor Performance Reviews;
10) All information from subsections (c)(1)
				through (c)(6), 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
				], which exempts contractor performance reviews), shall be prepared and made
				available for inspection and copying within 7 days following award of the
				contract. Any required contractor performance reviews shall be conducted timely
				and shall be made part of the procurement file prior to renewal or contract
				close out. The performance review shall include, but is not limited to,
				evaluation of whether the contract goals agreed to in a vendor's utilization
				plan were met. Universities shall provide the CPO-HE with notification of any
				vendor who does not demonstrate good faith efforts toward meeting the goals
				agreed to in the utilization plan. The CPO-HE and universities may consider if
				a vendor did not meet its goal or show good faith efforts toward meeting the
				goal in future determination of a vendor's responsibility. The CPO-HE will
				determine if any information is exempt under the Freedom of Information Act or
				other law.