Section 1400.2045  Other Methods of Source Selection

a)         State and Federal Warehouses

Prior to any equipment procurement, the Treasurer's office should consider property available from the State and Federal Surplus Warehouses that are under the jurisdiction of CMS.

b)         State Agencies and Other Governmental Units

Various goods and services are available from State agencies and other governmental units.  These may be procured without notice and competition.

c)         Auction

Purchases may be made at an auction in accordance with the procedural requirements applicable to the particular auction.  Notice and competition is not required and the amount payable will be the amount bid and accepted plus any required buyer's premium.

d)         Donations

With approval of the Chief Procurement Officer, if the Treasurer's office receives a donation that provides the majority of the funding for a particular project, it may follow any procurement or contracting requirements established as a condition of the donation, but must follow this Part whenever practicable.

e)         Broker Method for Obtaining Certain Insurance Coverages

1)         Notwithstanding anything to the contrary in this Part, the Chief Procurement Officer, may, on a case-by-case basis, use this broker method to obtain insurance coverages when use of the methods of source selection set forth in Article 20 of the Code is not practicable or advantageous because, for example:

A)        Due to the structure of the insurance industry, the types of insurance coverages needed cannot reasonably be obtained from "direct writers" who would provide quotes directly to the Treasurer's office in a bid or RFP process; or

B)        The process of obtaining quotes for needed insurance coverages cannot be accomplished within the normal procurement timeframes.

2)         If the Chief Procurement Officer determines that this broker method is preferable for designated coverages, a two-part procurement process will be used to obtain the coverages.

A)        A broker will be selected in accordance with the RFP process authorized by Section 20-15 of the Code, and the resulting contract will be subject to all requirements of the Code.  The broker contract will be issued for a term of years, and during the term of the contract the broker will assist the State agency in obtaining coverages as set forth in subsection (e)(2)(B) as well as providing customary services such as issuing certificates of insurance and servicing policies.

B)        The broker will assist the Treasurer's office by serving as broker of record in obtaining insurance coverages through the industry process of going to market to obtain quotes.  The Treasurer's office will use an evaluation team to test the market for competitiveness, review the quotes, and select the insurers and products best fitting its needs.  The solicitation, evaluation and selection process will be documented in writing and become a part of the public procurement file.  The insurance coverages obtained, the term of coverage, and the premiums charged will be posted as attachments to the broker award notice.

(Source:  Amended at 48 Ill. Reg. 2924, effective February 7, 2024)