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Frequently Asked Questions

How can I get help?
What are the minimum and recommended hardware/software requirements to access the system?
Do I need to register to view solicitations?
How do I register?
What are Class Codes?
How do I change my password?
What if I forget my password?
What if I forget my user name?
How do I update my personal information?
How do I find a solicitation or notice on IllinoisBID?
How do I download a solicitation from IllinoisBID?
How do I read Portable Document Format (.pdf) files?
Can I submit an electronic response to the State of Illinois now?
What is IllinoisSOURCE?
Where is the Attachment Document and link?
What are Master Contracts?
What are T-Numbers?
What is a Master Contract Subscription?
Will the posting for the renewal on the IPB be for 7 or 14 days?
Will PPB be providing a waiver/approval on renewals?
Will CMS be updating the procurement Code and Rules to require this procurement activity?
When did this requirement go into effect?
What goes into the field renewal increase/decrease?
Under what circumstances would "Yes" be selected to "Change in Specifications"?
When is the renewal to be published? Can I execute the renewal prior to the published expiration date?
Is the posting period for a renewal considered a protest period?
Is the Department required to post renewals for competitive solicitations only, meaning contracts that were procured via RFP or IFB? Or does the renewal posting requirement include renewals from Sole Sources?
Also, since the Department is not required to post Grants and Purchase of Care for its initial contract term, I am assuming that the Department is not required to post Renewals for Grants and Purchase of Care but clarification is appreciated.
When posting on the IPB, under the "Notice Type" there are several options. The two I would appreciate clarification on are "Contract Amended" and "Sole Economically Feasible Source".
If the Department is amending the contract under section 1.2025(c)(1), which selection applies - Contract Amendment or Sole Economically Feasible Source?
When posting a renewal, the IPB requires the Department to identify if there has been a "Change in Specifications". The Department must answer yes or no.
The Procurement Code and Rules state that the Renewal can only be exercised on the same terms and conditions unless allowed for under the contract. How must the Department proceed if the Department must amend and also renew a contract? For example amend to increase the value of the contract, but the scope/requirements are not changing? The PBC process only allows for one procurement approach. Does the Department need to do two PBCs - one to amend and one to renew? Would the Department be required to then post a Sole Economically Feasible Source notice for the amendment and then a Renewal Notice? Or would both of these issues be covered under one notice?



How can I get help?

Look through the FAQs to see if there is an answer to your question, if not, click on Contact Us at the top of your screen and email your question. If you need an immediate response, please contact the IPB Help Desk at 1-217-299-0634.

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What are the minimum and recommended hardware/software requirements to access the system?

    Minimum Hardware and Software Requirements:
    • Pentium II, Windows 95
    • 64 MB (megabytes) of RAM
    • 100 MB Free Hard Drive space
    • 56KB Modem with an Internet Service Provider
    • Internet e-mail (This is required for automatic e-mail notifications.)
    • Web Browser: Netscape Communicator version 4.x or Internet Explorer version 4.x.
    • JavaScript-enabled browser
    • Adobe® Acrobat® Reader version 4.0

    Recommended Hardware and Software Requirements:
    • Pentium II, Windows 95 or higher
    • 128 MB (megabytes) of RAM
    • 300 MB Free Hard Drive space
    • 56 KB Modem, Cable, or DSL with an Internet Service Provider
    • Internet e-mail (This is required for automatic e-mail notifications.)
    • Web Browser: Netscape® Communicator version 4.7x or greater or Internet Explorer version 5.5 or greater. Warning: Netscape® Communicator version 6.0 and 6.01 are not supported.
    • JavaScript-enabled browser
    • Adobe® Acrobat® Reader version 5.0 (or greater)

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Do I need to register to view solicitations?

No, you can view solicitations by simply entering IllinoisBID. Your entry point will be Open Solicitations. Any user who wants to download files that accompany solicitations (IFBs, RFPs, etc.) and notices or wants to receive automatic e-mail notifications will be required to register.

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How do I register?

  1. From the IPB Homepage, click Registration located at the top of the screen.
  2. From the Registration page, click Register located on the left-hand side of the screen.
  3. Read the General Information and Disclaimer and click the Continue button.
  4. From here, follow the on-screen instructions.

NOTE: The fields marked with a red dot are required fields and must be completed in order to successfully re-register.

NOTE: The subscription information will control automatic e-mails. One major change to this process is the removal of the old Industry Codes and their replacement with the IGPS Class Codes. Any user wishing to receive e-mail notifications must select the Class Code(s) that best describes the service or commodities the user wishes to provide to the State. The Class Codes are organized alphabetically by description.

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What are Class Codes?

Any user wishing to receive e-mail notifications must select the Class Code(s) that best describes the service or commodities the user wishes to provide to the State. The Class Codes are organized alphabetically by description.

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How do I change my password?

  1. From the IPB Homepage, click Registration located at the top of the screen.
  2. From the Registration page, click Update Profile located on the left-hand side of the screen.
  3. Enter your user name and password.
  4. Update your information and click Submit at the bottom of the screen.

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What if I forget my password?

  1. From the IPB Homepage, click Registration located at the top of the screen.
  2. From the Registration page, click Forgot Password located on the left-hand side of the screen.
  3. Enter your user name and e-mail address.
  4. Your new temporary password will be e-mailed to you in two to three hours. See FAQ #6 to change the temporary password to your own confidential password.

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What if I forget my user name?

  1. From the IPB Homepage, click Registration located at the top of the screen.
  2. From the Registration page, click Forgot User Name located on the left-hand side of the screen.
  3. Enter the e-mail address that you entered during your initial registration.
  4. All user names associated with your e-mail address will be sent to you in an e-mail in about 2 to 3 hours. Click on Contact Us at the top of your screen and send us an e-mail with any user names that you would like deleted.

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How do I update my personal information?

  1. From the IPB Homepage, click Registration located at the top of the screen.
  2. From the Registration page, click Update Profile located on the left-hand side of the screen.
  3. Enter your user name and password.
  4. Update your information and click Submit at the bottom of the screen.

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How do I find a solicitation or notice on IllinoisBID?

If you know the Reference Number (Reference Number can be found on the e-mail notification):
  1. Select IllinoisBID.
  2. On the upper left side, enter the Reference Number in the Search Window.
  3. Click the Search button.
  4. Results will be displayed in the right frame of your screen. The results will show all documents associated with the particular Reference Number. Select the underlined Reference Number to enter the document.

If you know the Title or portion of Title:
  1. Select IllinoisBID.
  2. On the upper left side, enter the Title or portion of the Title in the Search Window.
  3. Click the Search button.
  4. Results will be displayed in the right frame of your screen. Select the underlined Reference Number to enter the document.

If you know the State Agency or Class Code:
  1. Select IllinoisBID.
  2. In the right frame at the top, Sort the solicitations by selecting either Agency or Class Code.
  3. Click the arrow to the left of the Agency or Class Code.
  4. Results will be displayed below the Agency or Class Code. Select the underlined Reference Number to enter the document.

To sort Notices:
  1. Select IllinoisBID.
  2. Select Open or Closed Notices on the left side.
  3. In the right frame at the top, Sort the Notices by selecting either Agency or Class Code.
  4. Click the arrow to the left of the Agency or Class Code.
  5. Results will be displayed below the Agency or Class Code. Select the underlined Reference Number to enter the document.

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How do I download a solicitation or notice from IllinoisBID?

First, you must find the Solicitation or Notice that you wish to download. You must be a registered user to download the Solicitation or Notice (if there is a file attached). See FAQs Numbered 3 and 10.

Solicitations: At the bottom of the Attachment or Addendum, you will find an underlined file to download. Click on the filename. Most browsers will give you the options to Open file or Save it to Disk (if you save it to disk, make of note of where you saved the file to).

Notices: At the bottom of the Notice or Notice Addendum, you will find an underlined file to download (Notices and Notice Addendums do not always have a file to download). Click on the filename. Most browsers will give you the options to Open file or Save it to Disk (if you save it to disk, make a note of where you saved the file to).

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How do I read Portable Document Format (.pdf) files?

Read PDF files with Adobe® Acrobat® Reader or the Adobe® Acrobat® plug-in available from http://www.adobe.com/prodindex/acrobat/readstep.html

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Can I submit an electronic bid to the State of Illinois now?

No. This option is not available at this time.

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What is IllinoisSOURCE?

IllinoisSOURCE is the area of the Illinois Procurement Bulletin that allows State of Illinois Agencies to create Solicitations and Notices for publishing.

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Where is the Attachment Document and link?

The Solicitation document and the Attachment document are now combined into the Solicitation Overview document. The file attachments are located at the bottom of the Solicitation Overview.

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What are Master Contracts?

The Master Contracts area of the Illinois Procurement Bulletin provides State of Illinois agencies and local governments Internet access to annual contracts. The Master Contracts are used to buy certain commodities frequently or repeatedly during the year as needs arise. In other words, these are not a one time specified quantity contract.

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What are T-Numbers?

T-Numbers (or Tie Numbers) group similar master contracts together under a common title. Any user wishing to receive e-mail notifications when new or revised contracts are added to the Master Contract system can subscribe using T-Numbers. A complete list of Master Contract T-Number Descriptions can be found in the Reference Library.

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What is a Master Contract Subscription?

Master Contract subscription is an automated e-mail notification service available for users wishing to receive e-mail notification when new or revised contracts have been added to the Master Contracts system. You need only to subscribe for e-mail notifications relating to Master Contracts and/or Joint Purchasing Contracts. Subscribing to Master Contracts will NOT impact e-mail notifications for IllinoisBID Solicitations and Notices. The e-mail notification is a helpful tool but it is not a substitute for your personal review of the master contracts.

To subscribe for automated e-mail notifications, click the "New Subscription" link on the left navigation pane of Master Contracts.

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Will the posting for the renewal on the IPB be for 7 or 14 days?

7 days for a renewal posting.

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Will PPB be providing a waiver/approval on renewals?

Renewals will be considered automatically exempt from the PPB review process.

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Will CMS be updating the procurement Code and Rules to require this procurement activity?

SB1879, which passed the House in Veto Session and will most likely be passed by the Senate in the Spring Session, contains language to change the Code to require that renewals be published on the Bulletin.

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When did this requirement go into effect?

For all procurements, except for IGPS, renewals are required to be posted as of November 7, 2005. Once IGPS programming is completed renewals will be posted from the IGPS System to the Bulletin.

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What goes into the field renewal increase/decrease?

A brief explanation of the reason for the renewal increase or decrease should be entered into this field. Not required for IGPS postings.

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Under what circumstances would "Yes" be selected to "Change in Specifications"?

A "Yes" response will be rare. If you are unsure whether the specifications are considered changed then contact the relevant BOSSAP Portfolio to discuss.

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When is the renewal to be published? Can I execute the renewal prior to the published expiration date?

The renewal should be published upon receiving all necessary approvals. In practice, a renewal should not be executed prior to the expiration date. However, there is nothing to prohibit an agency from doing so.

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Is the posting period for a renewal considered a protest period?

Technically, this would not be considered a 7-day protest period. However, vendors have the right to file a protest at any time during the procurement process.

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Is the Department required to post renewals for competitive solicitations only, meaning contracts that were procured via RFP or IFB? Or does the renewal posting requirement include renewals from Sole Sources? Also, since the Department is not required to post Grants and Purchase of Care for its initial contract term, I am assuming that the Department is not required to post Renewals for Grants and Purchase of Care but clarification is appreciated.

Sole Source would be posted as a renewal if the renewal is part of the term of the contract, otherwise it would be a new sole source contract. Grants & POC are exempt from the Code and not required to be posted.

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When posting on the IPB, under the "Notice Type" there are several options. The two I would appreciate clarification on are "Contract Amended" and "Sole Economically Feasible Source". If the Department is amending the contract under section 1.2025(c)(1), which selection applies - Contract Amendment or Sole Economically Feasible Source?

If the amendment falls under 1.2025(c)(1) then the notice type should be sole economically feasible.

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When posting a renewal, the IPB requires the Department to identify if there has been a "Change in Specifications". The Department must answer yes or no. The Procurement Code and Rules state that the Renewal can only be exercised on the same terms and conditions unless allowed for under the contract. How must the Department proceed if the Department must amend and also renew a contract? For example amend to increase the value of the contract, but the scope/requirements are not changing? The PBC process only allows for one procurement approach. Does the Department need to do two PBCs - one to amend and one to renew? Would the Department be required to then post a Sole Economically Feasible Source notice for the amendment and then a Renewal Notice? Or would both of these issues be covered under one notice?

An amendment to a contract is a separate action. If the amendment is >25K then a posting is required. The user must post a notice for the amendment then if renewing the contract posts a notice to renew.

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