Illinois Administrative Code on CPO-GS Authorized Reverse Auctions in Illinois

Administrative provision on CPO-GS Authorized Reverse Auctions in Illinois is detailed below:

Illinois Administrative Code
Title 44. GOVERNMENT CONTRACTS, PROCUREMENTAND PROPERTY MANAGEMENT
Part 1. CHIEF PROCUREMENT OFFICER FOR GENERAL SERVICES STANDARD PROCUREMENT
Subpart E. SOURCE SELECTION AND CONTRACT FORMATION

§ 1.2013. Reverse Auctions

a) CPO-GS Authorization
A State agency may procure supplies or services (other than for professional and artistic services, telecommunications services, communication services, Internet services, and information services and construction services) through means of a reverse auction if the CPO-GS has made a determination that use of a reverse auction is in the best interests of the State. The CPO-GS shall publish in the Bulletin that bids will be received in an electronic auction manner as part of the notice of Invitation for Bid.
b) Reverse Auction Process
The SPO or designee shall conduct a reverse auction through a two step Invitation for Bids process consisting of bid prequalification and price submission.
1) Prequalification
A) An invitation to prequalify shall be issued requesting the submission of information addressing vendor qualifications and responsibility; vendor specifications and/or samples; confirming acceptance of auction procedures; and requiring agreement to accept a contract using State contract terms and conditions if selected for award in the price only part of the process. No pricing information shall be submitted or considered in the prequalification step of the process.
B) The prequalification bids shall not be opened publicly, but the opening shall be recorded and witnessed by a State witness. Prequalification information will be evaluated on a pass/fail basis and vendors will be notified directly as to whether they met or did not meet the prequalification criteria.
2) Price
A) An Invitation for Bids shall be sent to those vendors who passed prequalification. The response shall be limited to the submission of prices in the form specified in the Invitation for Bids. The Invitation for Bids shall establish any minimum bid increments.
B) Prices shall be submitted electronically. The SPO shall cause the prices to be displayed as submitted, but the prices as displayed will not identify the name of the vendor. Vendors may reduce their price at any time during the active period of the auction.
C) When the low price is substantially lower than other prices submitted, the SPO or designee may request that the bidder confirm the price and, if an error has occurred, may allow withdrawal in accordance with the Code and this Part.
c) Technical Difficulties
1) The auction time may be extended or rescheduled by the SPO or designee if technical difficulties at the State site do not allow the auction to be conducted as intended. Participants will be notified of an extension or a rescheduling.
2) If technical difficulties occur at a vendor site such that the vendor cannot electronically submit a price, the SPO may accept a fax and will then enter the price for the vendor. Faxed prices will not be accepted later than 5 minutes before the originally scheduled end of the auction or if the faxed prices are higher than the then-existing low price.
d) Reverse Auction Training
The SPO may provide instructions or training to prequalified vendors regarding auction procedures and technology.
e) Disclosure of Reverse Auction Information
After the end of the reverse auction, the names of those who participated in either step of the process shall be disclosed and the final price submitted by each participant.
Source:
Added at 36 Ill. Reg. 10729, effective August 6, 2012