Responding to Bids
This page explains the state's purchasing process and how to read and respond to Invitations For Bid. It serves as a companion to "How to Do Business With the State for Commodities, Equipment, Supplies and Services".
What is the function of the Bureau of Strategic Sourcing and Procurement?
The Bureau of Strategic Sourcing and Procurement Services Division (or “BOSSAP”) is an important part of the Department of Central Management Services (CMS). As the central purchasing unit of state government, BOSSAP helps State agencies buy more than $10 billion of commodities, equipment, supplies and services, and also establishes and maintains open-end master contracts for a wide variety of them.
Many of the Constitutional officers and state universities also use BOSSAP for select procurements, although each Constitutional officer and state university has its own purchasing department. Services normally are contracted by each individual state agency and are not handled by BOSSAP.
Many contracts established by BOSSAP are also used by local government units throughout the state through the Joint Purchasing Program.
How does the procurement process start?
The procurement process starts with a request or requisition from a state agency. Combining requisitions for like items from several agencies into one bid document often reduces the cost to the state by allowing purchases of larger quantities.
- Detailed description of the commodity(s)
- Appropriate terms and conditions
- Date and time of the bid opening
What is the importance of specifications?
The specifications for the items being solicited on the bid document are one of the most important elements of a bid invitation. Clear specifications must be written in order to provide a common basis for competitive bidding and ensure an understanding between the buyer and prospective bidders as to the exact nature of the commodity or equipment to be procured. BOSSAP staff prepare the specifications. For these reasons, it is helpful for vendors to personally call on the buying staff and leave literature describing the products they sell.
What are "terms and conditions"?
The terms and conditions are another important aspect of bid invitations. The terms and conditions are found on the first several pages of bid documents. Some are general to all bid documents and some are bid specific. The terms and conditions always tell how to submit a bid. They always state if the bid is for a specific quantity (firm contract) or a specific period of time (term contract). Terms and conditions also address delivery instructions, how the bid will be awarded, literature and sample submission. Finally, they state if a performance bond will be required and if a price escalation will be permitted within the period of the contract. The importance of reading every word of the terms and conditions before submitting a bid invitation cannot be emphasized enough.
How does the buyer select a list of prospective bidders?
The buyer uses his/her best judgment in determining the number of bids to invite and makes every effort to ensure that the bid list provides adequate competition.
The following items are used to establish a bid list:
- Vendor(s) given by requisitioning agency as the reference source on the requisitioning document
- Previous contract holder as well as other vendors that have historically submitted bids for items being solicited
- All newly qualified bidders for the classification and selection of vendors based on a rotation of the bid list
- A selection of businesses owned by minorities, females and persons with disabilities to ensure their participation in the bid process
What is the correct way to submit a bid?
Always check to make sure the Invitation for Bid is signed prior to placing it in the envelope for return to PSD. It is important that the bid invitation be submitted in the envelope provided with the bid document. It is equally important that the bid number, due date, and time be filled in on the blank spaces on the outside face of the bid return envelope. Without this information, bids may not be properly identified or opened at the correct bid opening time. Bids not properly identified will be returned. In the case of downloading the solicitation from the Illinois Procurement Bulletin, submit your bid in a sealed envelope with the above information on the outside.
What happens at the bid opening?
Public bid openings are held at the time and date shown on the Invitation for Bid. Bids are read at that time and may be recorded. Anyone wishing to attend a BOSSAP bid opening can do so in Room 801 of the William G. Stratton Building in Springfield, Illinois.
What happens after the bid opening?
Following the bid opening, the bids received are given to the buyer. Bids are then tabulated and reviewed to determine the vendor who offers the lowest price and meets all specifications.
The award process can be lengthy. No award information is released until contracts are placed in the mail. At that time, the bid tabulation becomes public information and is available for inspection during normal business hours in Room 801 of the William G. Stratton Building, Springfield, Illinois. Requests for information regarding awarded bids may also be obtained by written request through the Freedom of Information Act.
Bidders and prospective bidders are encouraged to review bid tabulations in order to obtain product and pricing information that will assist in formulation of prices for future bid invitations.
Any questions? Please feel free to contact our Help Desk at (866) ILL-BUYS.
Bidder's Checklist
- Did you read the terms and conditions?
- Did your bid reflect the unit of measure as designated?
- Did you show your unit price in the unit price column?
- Does your unit price include a charge for transportation and handling?
* NOTE: Bid price must be F.O.B. destination.
- Are you bidding as specified? If not, did you state the brand name of the alternate bid and submit literature and/or samples if requested?
- Did you fill in the delivery time on the last page?
- Did you provide the information on the outside of the return envelope as instructed in the bid document?
Still have questions?
Call our Help Desk at 1-866-ILL-BUYS (1-866-455-2897)
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