19-0099 Case Management and Workflow Application~7.pdf

REQUEST FOR PROPOSAL

Contract #19-0099

Case Management and Workflow Application

STATE OF ILLINOIS

Illinois Tollway Case Management and Workflow Application

BidBuy Bid Number 20-557THA-INSPE-B-13378 (Solicitation) BidBuy Bid Number 20-557THA-PROCU-B-15553 (Pricing Only)

In compliance with the State and Federal Constitutions, the Illinois Human Rights Act, the U.S. Civil Rights Act, and Section 504 of the Federal Rehabilitation Act, the State of Illinois does not discriminate in employment, contracts, or any other activity.

The State of Illinois encourages prospective vendors to consider hiring qualified veterans and Illinois residents discharged from any Illinois adult correctional center, in appropriate circumstances.

State of Illinois RFP 1 Introduction V.20.1

The Illinois Tollway is an administrative agency of the State of Illinois which exists to provide for the construction, operation, regulation, and maintenance of a system of toll highways within the State of Illinois. The Tollway’s main revenue is derived from the tolls it collects from users. The Tollway is also empowered to enter into contracts; acquire, own, use, lease, operate, and dispose of personal and real property, including rights of way, franchises, and easements;

establish and amend resolutions, by-laws, rules, regulations, and toll rates; acquire, construct, relocate, operate, regulate, and maintain the Tollway system; exercise powers of eminent domain and condemnation; raise or lower toll rates; and contract for services and supplies, including services and supplies for the various patron service areas on the Tollway system. Tollway funds are not appropriated by the Illinois General Assembly.

The Illinois Tollway requests proposals from responsible Offerors to meet its needs. A brief description is set forth below for the Offeror’s convenience, with detailed requirements in subsequent sections of this solicitation. If interested and able to meet these requirements, the State appreciates and welcomes an Offer.

Brief Description:

The Tollway’s Office of the Inspector General (OIG) intends to enhance its Case Management methodology with a comprehensive solution. The OIG needs to acquire, install, and implement a Case Management and Workflow System.

The requirement is to capture and manage work flow and case files from initiation through final resolution, which could include administrative action or discipline and related litigation. The system also shall track post-closing activity, such as administrative disciplinary proceedings, arbitrations, civil and criminal proceedings. For the Tollway OIG, a comprehensive Case Management and Workflow system is critical for information collection and repository, investigative due diligence, and analysis. In addition, the Tollway OIG is legally mandated to provide semi-annual public reports of its activity, including summaries of completed matters, updates on actions taken in response to OIG recommendations and referrals, and statistical data. This procurement has as a goal to identify and procure the optimal Software for this purpose along with the necessary supporting third-party applications, if applicable.

The resulting contract with the awarded Offeror shall have an initial term of four (4) years. In no event will the total term of the contract, including the initial term, any renewal terms, and any extensions exceed ten (10) years. 30 ILCS 500/20-

60. Subject to the maximum total term limitation, the Illinois Tollway has the option to renew for the following terms:

two (2) years.

Contract Goal to be Achieved by the Vendor: This solicitation includes a specific BEP utilization goal of 6% based on the availability of BEP certified vendors who perform or provide the anticipated services and/or supplies required by this solicitation. In addition to the other award criteria established for this solicitation, the Illinois Tollway will award this contract to a Vendor that meets the goal or makes good faith efforts to meet the goal. This goal is also applicable to

Illinois Tollway Case Management and Workflow Application

BidBuy Bid Number 20-557THA-INSPE-B-13378 (Solicitation) BidBuy Bid Number 20-557THA-PROCU-B-15553 (Pricing Only)

In compliance with the State and Federal Constitutions, the Illinois Human Rights Act, the U.S. Civil Rights Act, and Section 504 of the Federal Rehabilitation Act, the State of Illinois does not discriminate in employment, contracts, or any other activity.

The State of Illinois encourages prospective vendors to consider hiring qualified veterans and Illinois residents discharged from any Illinois adult correctional center, in appropriate circumstances.

State of Illinois RFP 2 Introduction V.20.1 change orders and allowances within the scope of work provided by the BEP certified vendor. If Vendor is a BEP certified vendor, the entire goal is met and no subcontracting with a BEP certified vendor is required; however, the Vendor must submit a Utilization Plan indicating that the goal will be met by self-performance.

Please read the entire solicitation package and submit an Offer in accordance with the instructions. All forms and signature areas contained in the solicitation package must be completed in full and submitted along with the technical response and price proposal which combined will constitute the Offer. Do not submit the instruction pages with Offers.

Forms A, Forms B, BEP Utilization Plan, and VSB Utilization Plan may be downloaded from the Chief Procurement Officer for General Service’s website at https://www2.illinois.gov/cpo/general/Pages/SolicitationandContractTemplates.aspx .

These sections are a material part of this solicitation, and must be returned when applicable with a Offeror’s Offer.

Offers that do not adhere to the form and content of the Request for Proposal requirements may not be considered.

https://www2.illinois.gov/cpo/general/Pages/SolicitationandContractTemplates.aspx

OUTLINE

State of Illinois RFP 3

V.16.1

SECTION 1.

Part Instructions for Submitting Offers ............................................................................................................................ A.

Process Changes Resulting from BidBuy ................................................................................................... A.1.

Conflict Between Information in Paper Format and BidBuy .................................................................... A.2.

How to Enter Information ......................................................................................................................... A.3.

Published Procurement Information ........................................................................................................ A.4.

Information Contact .................................................................................................................................. A.5.

Offeror Questions and Agency Response ................................................................................................. A.6.

Pre-Submission Conference ...................................................................................................................... A.7.

Offer Due Date, Time and Address for Submission of Offers ................................................................... A.8.

Organization Required .............................................................................................................................. A.9.

Submission of Offers ............................................................................................................................... A.10.

Security ................................................................................................................................................... A.11.

Small Business Set-Aside ......................................................................................................................... A.12.

Minority Contractor Initiative ................................................................................................................. A.13.

Federal Funds .......................................................................................................................................... A.14.

Employment Tax Credit........................................................................................................................... A.15.

Governing Law and Forum ...................................................................................................................... A.16.

Public Records and Requests for Confidential Treatment ...................................................................... A.17.

Reservations ............................................................................................................................................ A.18.

Award ...................................................................................................................................................... A.19.

References .............................................................................................................................................. A.20.

Invoicing Address .................................................................................................................................... A.21.

Protest Review Office ............................................................................................................................. A.22.

Evaluation Process .................................................................................................................................. A.23.

Minorities, Women, and Persons with Disabilities Participation and Utilization Plan ........................... A.24.

Veteran Small Business Participation and Utilization Plan ..................................................................... A.25.

BidBuy Terminology ................................................................................................................................ A.26.

Selection of Vendor.................................................................................................................................................. B.

Offer to the State of Illinois ....................................................................................................................................... C.

Specifications/Qualifications/Statement of Work ..................................................................................................... D.

State of Illinois RFP 4

V.16.1

SECTION 2

Pricing ...................................................................................................................................................................... E.

SECTION 3.

Standard Terms and Conditions ................................................................................................................................. F.

Exceptions to Solicitation and Contract Terms and Conditions ................................................................................... G.

State Supplemental Provisions ................................................................................................................................. H.

Subcontractor Disclosure ........................................................................................................................................... I.

References ................................................................................................................................................................ J.

Mandatory Requirements Matrix ...................................................................................................................... Attachment 1

Application Specifications Matrix ........................................................................................................... Attachment 2

Optional Specifications Matrix .......................................................................................................................... Attachment 3

Price Schedule .................................................................................................................................................... Attachment 4

Process Swimlanes and Forms ...............................................................................................................................Appendix 1

The following sections (FORMS A, FORMS B, BEP Utilization Plan, VSB Utilization Plan, Letter of Intent) of the solicitation may be found on the CPO’s website at:

https://www2.illinois.gov/cpo/general/Pages/SolicitationandContractTemplates.aspx

Instructions on how to complete the BEP Utilization Plan can be found at:

https://www.youtube.com/watch?v=j9jXidHR7-U

FORMS A

Complete this section if you are not using a State of Illinois Vendor Registration Number which represents registration in the Illinois Procurement Gateway (IPG).

Business and Directory Information ........................................................................................................................... 1.

Illinois Department of Human Rights Public Contracts Number .................................................................................. 2.

Authorized to Transact Business or Conduct Affairs in Illinois ..................................................................................... 3.

Standard Certifications .............................................................................................................................................. 4.

State Board of Elections ............................................................................................................................................ 5.

Disclosure of Business Operations in Iran ................................................................................................................... 6.

Financial Disclosures and Conflicts of Interest ............................................................................................................ 7.

https://www2.illinois.gov/cpo/general/Pages/SolicitationandContractTemplates.aspx https://www.youtube.com/watch?v=j9jXidHR7-U

State of Illinois RFP 5

V.16.1

Taxpayer Identification Number ................................................................................................................................ 8.

FORMS B

Complete this section if you are using an active State of Illinois Vendor Registration Number.

To ensure that you are registered in the IPG, search for your business name in the IPG Registered Vendor Directory. If your company does not appear in the search results, then you are not registered in the IPG.

Illinois Procurement Gateway Registration # and expiration date ............................................................................... 1.

Certification Timely to this Solicitation or Contract .................................................................................................... 2.

Disclosure of Lobbyist or Agent ................................................................................................................................. 3.

Disclosure of Current and Pending Contracts ............................................................................................................. 4.

as noted in the “Bulletin Description” on the Bid published in BidBuy

State of Illinois RFP 5

Download from the CPO’s website and complete these documents if this RFP contains a

Business Enterprise Program (BEP) goal.

BEP Utilization Plan

Letter of Intent Template

Download from the CPO’s website and complete these documents if this RFP contains a

Veteran Small Business Program (VBP) goal.

Veteran Small Business Utilization Plan

Letter of Intent Template

INSTRUCTIONS FOR SUBMITTING OFFERS

State of Illinois RFP 6 Section 1. Part A.Instructions

SECTION 1.

A. INSTRUCTIONS FOR SUBMITTING OFFERS

A.1. PROCESS CHANGES RESULTING FROM BIDBUY: BidBuy is the new electronic procurement system being used by State agencies under the jurisdiction of the Chief Procurement Officer for General Services. With the implementation of BidBuy, some procurement processes have changed. In some instances, BidBuy entirely replaces the State’s previous procurement processes. In others, the past instruction or process remains unchanged or is augmented by BidBuy.

The State publishes Requests for Proposals (RFP) in BidBuy. BidBuy consists of public webpages that may be referred to as the “Bulletin” or information “on BidBuy”. BidBuy also permits vendors to create password protected Seller Accounts allowing electronic quoting for some procurement methods. The RFP, along with other attachments and information on BidBuy, constitutes the State’s solicitation. The State does not accept electronic offers in response to RFPs through BidBuy. Offerors must continue to submit offers in paper format and in accord with the instructions for submission. Offerors must pay special attention to the instructions found on BidBuy as they augment the information in this RFP. Offerors shall read the entire contents of this RFP and direct any questions to the Information Contact found on the BidBuy posting.

A.2. CONFLICT BETWEEN INFORMATION IN PAPER FORMAT AND ON BIDBUY: If the State provides information in paper format (i.e. the RFP and other attachments) that is different or in conflict with the information the State provides on BidBuy, then the information in paper format is presumed to represent the State’s intent. If the Offeror provides information in paper format that is different or in conflict with the information the Offeror provides in BidBuy through their Seller Account, then the information in paper format shall represent the Offeror’s intended submission.

A.3. HOW TO ENTER INFORMATION: Type information in the red text form fields provided. If the information requested does not apply to the Offeror’s situation, then enter “N/A” into the text form field. Please enter the requested information or N/A into every text form field.

A.4. PUBLISHED PROCUREMENT INFORMATION: The State publishes procurement information, including solicitations, awards, and amendments, on the General Services Illinois Procurement Bulletin, referred to as the Bulletin or BidBuy (https://www.bidbuy.illinois.gov/bso/). Procurement information may not be available in any other form or location. Offeror is responsible for monitoring the Bulletin. The State will not be held responsible if Offeror fails to receive the optional e-mail notice of future amendments to the solicitation.

A.5. INFORMATION CONTACT: The individual listed in the “Info Contact:” on the Bulletin posting shall be the single point of contact for this solicitation. Unless otherwise directed, Offerors should only communicate with the Information Contact. The State/Agency shall not be held responsible for information provided by or to any other person.

https://www.bidbuy.illinois.gov/bso/

State of Illinois RFP 7

V.20.1

Suspected errors should be immediately reported to the Information Contact. Do not discuss, directly or indirectly, the solicitation or any Offer with any State officer or employee other than the Information Contact.

A.6. OFFEROR QUESTIONS AND AGENCY RESPONSE: All questions, other than questions raised at the Pre- Submission Conference, pertaining to this solicitation must be submitted in writing to the Information Contact no later than as noted in the “Bulletin Description” on the Bid published in BidBuy. Questions received and Agency responses may be posted as an Amendment to the original solicitation on the Bulletin; only these posted answers to questions shall be binding on the State. Offerors are responsible for monitoring the Bulletin.

A.7. PRE-SUBMISSION CONFERENCE

In the Bulletin posting, the Agency may schedule a Pre-Submission Conference as the “Pre-Bid Conference:”.

Is attendance at the Pre-Submission Conference mandatory? Yes No

If attendance is mandatory, Offeror (current Vendor included) will be disqualified and considered non-responsive if Offeror does not attend, is not on time, leaves early or fails to sign the attendance sheet.

Offeror must allow adequate time to accommodate security screenings at the site. The non-mandatory Pre-Bid Conference has been changed to a WebEx Presentation rather than an in-person meeting. The date and time of this meeting is June 16,2021 at 2:00 p.m. CT. To connect to the WebEx presentation please use the following the link:

https://illinois2.webex.com/illinois2/j.php?MTID=m1e0a733a80afaac6f6c830700d76247b Join by meeting number Meeting number (access code): 177 369 3783 Meeting password: KvrPtP22Sn5

A.8. OFFER DUE DATE, TIME, AND ADDRESS FOR SUBMISSION OF OFFERS: Each solicitation contains the Offer Due Date and Time appearing as the “Bid Opening Date:” on the Bulletin posting. Offers will be opened at the Submit/Deliver Offers To address provided below on the “Bid Opening Date:”

A.8.1. Offer Firm Time: The Offer must remain firm for 180 days from opening.

A.8.2. Submit/Deliver Offers To: Label (outside of envelopes/containers):

Agency: Illinois Tollway “Sealed Offer – Do Not Open”

Attn: Procurement Project Title & BidBuy Bid #: Case Management and Workflow Application / B-13378 (Solicitation) / B-15553 (Pricing Only)

Address: 2700 Ogden Avenue Due Date & Time As published in BidBuy https://illinois2.webex.com/illinois2/j.php?MTID=m1e0a733a80afaac6f6c830700d76247b

State of Illinois RFP 8

V.20.1

City, State Zip: Downers Grove, IL 60515 Offeror Name

Offeror City, State Zip

A.9. ORGANIZATION REQUIRED: Offers may be submitted in as few as four and as many as seven packets.

Please follow these instructions carefully. Separately seal and label each packet.

A.9.1. Packet 1 shall contain the Offeror’s response to the Specifications/Qualifications/Statement of Work provided in Section 1, Part D.

A.9.2. Packet 2 shall contain Offeror’s Pricing provided in Section 2, Part E.

A.9.3. Packet 3 shall contain the Offeror’s Offer found in Section 1, Part C, and applicable forms found in Section 3, Parts F through J.

A.9.3.1. Exceptions must be provided on Agency’s Exceptions to Solicitation and Contract Terms and Conditions form (Section 3, Part G) or must be in a substantially similar format.

Agency discourages taking exceptions. State law shall not be circumvented by the exception process. Exceptions may result in rejection of the Offer.

Additional Offeror Provisions may be stated on this form and should not include exceptions to Agency specifications, terms and conditions, or any other part of this solicitation. This is supplemental information that supports an Offeror’s position; for example, an Offeror’s licensing agreement.

A.9.3.2. The Agency may state additional terms and conditions to contracting in the State Supplemental Provisions (Section 3, Part H).

A.9.4. Packet 4 shall contain either Forms A or Forms B. Forms A contains eight forms and shall be returned by Offerors that do not have an active registration in the Illinois Procurement Gateway

(IPG).

Forms B consists of two pages and a one-page Taxpayer Identification Number. Forms B is only returned by Offerors that have a valid IPG registration number with expiration date and elect to not use the forms found in Forms A.

A.9.5. Packet 5 shall contain a redacted copy of the Offer.

A.9.5.1. Offeror should provide a redacted copy of the Offer, if applicable, that removes material considered to be a trade secret or competitively sensitive, confidential, or proprietary.

See F.9. in Standard Terms and Conditions, Section 3, Part F.

State of Illinois RFP 9

V.20.1

A.9.6. Packet 6 shall contain a response to the Minorities, Women, and Persons with Disabilities participation requirements. Packet 6 is only returned if a Business Enterprise Program goal is stated in the Bulletin posting.

A.9.7. Packet 7 shall contain a response to the Veteran Small Business (VSB) participation requirements.

Packet 7 is only returned if a VSB goal is stated in the Bulletin posting.

A.10. SUBMISSION OF OFFERS: The Offer must be submitted in separately sealed packets as indicated below and clearly labeled with the Request for Proposal title, the BidBuy reference number, the packet number, the Offeror’s name and the wording: “Sealed Offer – Do Not Open.” The separately sealed packets may be submitted together in one mailing/shipping box or may be submitted separately in individual/shipping boxes. Do not put the entire Offer on a single CD or USB flash drive. Pricing must always be on a separate CD or USB flash drive unless otherwise instructed.

Subject Matter # of Originals # of Hard Copies # of CDs or USB flash drives

SPECIFICATIONS/QUALIFICATIONS/STATEMENT

OF WORK – PACKET 1

PDF Must be submitted on B- 13378

N/A N/A

PRICING – PACKET 2 PDF Must be submitted on B- 15553

N/A N/A

SECTION 1 Part C (OFFER) and applicable forms in SECTION 3 – PACKET 3

PDF Must be submitted on B-13378

N/A N/A

FORMS A or FORMS B – PACKET 4 PDF Must be submitted on B- 13378

N/A N/A

REDACTED OFFER – PACKET 5 PDF Must be submitted on B-13378

N/A N/A

MINORITIES, WOMEN, AND PERSONS WITH

DISABILITIES PARTICIPATION AND UTILIZATION

PLAN – PACKET 6

PDF Must be submitted on B- 13378

N/A N/A

VETERAN SMALL BUSINESS PARTICIPATION AND

UTILIZATION PLAN – PACKET 7 N/A N/A N/A

State of Illinois RFP 10

V.20.1

A.11. SECURITY: Performance Bond: 100% of contract value. If a performance bond is required, Offeror must submit the Performance Bond to the Information Contact within ten (10) days after award. The bond must be from a surety licensed to do business in Illinois. An irrevocable letter of credit is an acceptable substitute. The form of security must be acceptable to the State.

A.12. SMALL BUSINESS SET-ASIDE: In the Bulletin posting, if “Yes” is shown to the question “Is this subject to Small Business Set-Aside?”, then Offeror must be qualified by the Small Business Set-Aside Program at the time Offers are due in order for the Offer to be evaluated. For complete requirements and to qualify Offeror’s business in the Small Business Set-Aside Program, please visit the CPO’s website at https://www2.illinois.gov/cpo/general/Pages/Sell2Illinois.aspx.

A.13. MINORITY CONTRACTOR INITIATIVE: The State requires a fee of $15 to cover expenses related to the administration of the Minority Contractor Opportunity Initiative. Any offeror awarded a contract of $1,000 or more under Section 20-10, 20-15, 20-25 or 20-30 of the Illinois Procurement Code (30 ILCS 500) is required to pay a fee of $15. The Comptroller shall deduct the fee from the first check issued to the Vendor under the contract and deposit the fee in the Comptroller’s Administrative Fund. 15 ILCS 405/23.9.

A.14. FEDERAL FUNDS: The resulting contract may be partially or totally funded with Federal funds. Upon notice of intent to award, the percentage of goods and/or services involved that are Federally funded and the dollar amount of such Federal funds will be disclosed.

A.15. EMPLOYMENT TAX CREDIT: Offerors who hire qualified veterans and certain ex-offenders may be eligible for tax credits. 30 ILCS 500/45-67 and 45-70. Please contact the Illinois Department of Revenue (217- 524-4772) for information about tax credits.

A.16. GOVERNING LAW AND FORUM: Illinois law and rules govern this solicitation and any resulting contract.

Offeror must bring any action relating to this solicitation or any resulting contract in the appropriate court in Illinois. This document contains statutory references designated with “ILCS”. Offeror may view the full text at http://www.ilga.gov/legislation/ilcs/ilcs.asp. The Illinois Procurement Code (30 ILCS 500) and the Standard Procurement Rules (44 ILL. ADM. CODE PARTS 1) are applicable to this solicitation and may be respectively viewed at http://www.ilga.gov/legislation/ilcs/ilcs5.asp?ActID=532&ChapterID=7) and http://www.ilga.gov/commission/jcar/admincode/044/044parts.html.

A.17. PUBLIC RECORDS AND REQUESTS FOR CONFIDENTIAL TREATMENT: Offers become the property of the State and late submissions will not be returned. All offers will be open to the public under the Illinois Freedom of Information Act (FOIA) (5 ILCS 140) and other applicable laws and rules, unless Offeror requests in its Offer that the State treat certain information as confidential. A request for confidential treatment will not supersede the State’s legal obligations under FOIA. The State will not honor requests to keep entire Offers confidential.

Offerors must show the specific grounds in FOIA or other law or rule that support confidential treatment.

Regardless, the State will disclose the successful Offeror’s name, the substance of the Offer, and the price.

If Offeror requests confidential treatment, Offeror must submit additional copy/copies (see Instructions for Submission of Offers in Section A.10.) of the Offer with proposed confidential information redacted. This redacted copy must tell the general nature of the material removed, and shall retain as much of the Offer as possible. In a separate attachment, Offeror shall supply a listing of the provisions identified by section number https://www2.illinois.gov/cpo/general/Pages/Sell2Illinois.aspx http://www.ilga.gov/legislation/ilcs/ilcs.asp http://www.ilga.gov/legislation/ilcs/ilcs5.asp?ActID=532&ChapterID=7) http://www.ilga.gov/commission/jcar/admincode/044/044parts.html

State of Illinois RFP 11

V.20.1 for which it seeks confidential treatment and identify the statutory basis or bases under Illinois law, including a detailed justification for exempting the information from public disclosure.

Offeror will hold harmless and indemnify the State for all costs or damages associated with the State defending Offeror’s request for confidential treatment. Offeror agrees that the State may copy the Offer to facilitate evaluation, or to respond to requests for public records. Offeror warrants that such copying will not violate the rights of any third party.

A.18. RESERVATIONS: Offeror must read and understand the solicitation and tailor the Offer and all activities to ensure compliance. The State reserves the right to amend the solicitation, reject any or all offers, award by item/services, group of items/services, or grand total, and waive minor defects. The State may request a clarification, inspect Offeror’s premises, interview staff, request a presentation, or otherwise verify the contents of the Offer, including information about subcontractors and suppliers. The State may request Best & Final Offers when appropriate. The State will make all decisions on compliance, evaluation, and terms and conditions, and shall make decisions in the best interests of the State and in accordance with the Illinois Procurement Code, rules and other applicable State and Federal statutes and regulations. This competitive process may require that Offeror provide additional information and otherwise cooperate with the State. If an offeror does not comply with requests for information and cooperate, the State may reject the offer as non-responsive to the solicitation. Submitting an offer does not entitle Offeror to an award or a contract. Posting a vendor’s name in a Bulletin notice does not entitle the vendor to a contract.

The State is not responsible for and will not pay any costs associated with the preparation and submission of any offer. Awarded Offeror(s) shall not commence, and will not be paid for any billable work undertaken prior to the date all parties execute the contract, unless approved in writing in advance by the State Purchasing Officer or the Chief Procurement Officer (or designee).

A.19. AWARD: The State is not obligated to award a contract pursuant to this solicitation. If the State issues an award, the award will be made to the responsive and responsible offeror whose offer best meets the specified criteria unless otherwise permitted by the Illinois Procurement Code and Illinois Administrative Code. However, if the State does not consider the price to be fair and reasonable and negotiations fail to meet an acceptable price, then the State reserves the right to cancel the award and take appropriate action to meet the needs of the State. The State will determine whether the price is fair and reasonable by considering the offer, including the offeror's qualifications, the offeror's reputation, all prices submitted, other known prices, the project budget and other relevant factors. The State will post a notice to the Bulletin identifying the apparent most responsive and responsible offeror.

A.20. REFERENCES: Yes No. If “Yes” is marked, Offeror must provide references from established private firms or government agencies other than the procuring Agency, who can attest to Offeror’s experience and ability to perform the contract that is the subject of this solicitation. Offeror must provide the name, contact information and a description of the supplies or services provided using the References form found in Section 3, Part J.

Type of References: Established Private Firms and Government Agencies

Number of Each Reference Type: 2 of each type preferred (total of 4)

State of Illinois RFP 12

V.20.1

A.21. INVOICING ADDRESS: The awarded Vendor shall invoice at the completion of the contract unless invoicing is tied in the contract to milestones, deliverables, or other invoicing requirements agreed to in the contract. The Bulletin posting contains the “Bill-to Address:” where invoices should be sent.

Vendor shall not bill for any taxes unless accompanied by proof that the State is subject to the tax. If necessary, Vendor may request the applicable Agency’s Illinois tax exemption number and Federal tax exemption information.

A.22. PROTEST REVIEW OFFICE: Offeror may submit a written protest to the Protest Review Office following the requirements of the Standard Procurement Rules. 44 ILL. ADM. CODE 1.5550. For protests related to specifications, the Protest Review Office must physically receive the protest no later than fourteen (14) days after the solicitation or related addendum was posted to the Bulletin. For protests related to rejection of individual proposals or awards, the protest must be received by close of business no later than fourteen (14) days after the protesting party knows or should have known of the facts giving rise to the protest. The Protest Review Office’s information is as follows:

Chief Procurement Office Email: eec.legalstaff@illinois.gov Attn: Protest Review Office 401 S. Spring Street Facsimile: (217) 558-1399 Suite 515 Stratton Office Building Illinois Relay: (800) 526-0844 Springfield, IL 62706

A.23. EVALUATION PROCESS: The State determines how well offers meet the Responsiveness requirements.

The State will rank offers, without consideration of price, from best to least qualified using a point ranking system (unless otherwise specified) as an aid in conducting the evaluation. Offerors who fail to meet minimum requirements or who receive fewer than the minimum required points, if any, will not be considered for price evaluation and award.

The State evaluates three categories of information: Responsibility, Responsiveness, and Price. The State considers the information provided and the quality of that information when evaluating Offers. If the State finds a failure or deficiency, the State may reject the offer or reflect the failure or deficiency in the evaluation.

A.23.1. RESPONSIVENESS: A Responsive Offeror is one who submits an offer that conforms in all material respects to the Request for Proposal, and includes all required forms.

A.23.1.1. Subcontractor Disclosure: If the Offer includes any subcontractors, then Offeror shall complete the Subcontractor Disclosure form found in Section 3, Part I.

A.23.1.2. References: If references are required, then Offeror shall complete and return the References form in Section 3, Part J.

A.23.1.3. If completing Forms B, then responsiveness may include and may not be limited to:

• Active Illinois Procurement Gateway registration # with expiration date

• Disclosure of lobbyists for Offeror and parent entity(ies)

State of Illinois RFP 13

V.20.1

• Disclosure of pending and current contracts

• Certifications timely to this solicitation

A.23.1.4. If completing Forms A, required forms may include and may not be limited to:

• Business and Directory Information: Offeror should complete and return the Business and Directory Information form in Forms A , Part 1.

• Illinois Department of Human Rights Public Contracts Number: Offeror shall complete and return the IDHR Public Contracts Number form in Forms A , Part 2.

• Authorized to Transact Business or Conduct Affairs in Illinois: A person (other than an individual acting as a sole proprietor) must be a duly constituted legal entity prior to submitting a bid and authorized to transact business or conduct affairs in Illinois prior to execution of the contract. For more information, see Authorized to Transact Business or Conduct Affairs in Illinois in Forms A, Part 3.

• Standard Certifications: Offeror shall complete and return the Standard Certifications form in Forms A , Part 4.

• State Board of Elections Registration: Offeror may be prohibited from making political contributions and be required to register with the State Board of Elections. For more information, see State Board of Elections in Forms A, Part 5.

• Disclosure of Business Operations with Iran: Offeror should complete and return the Disclosure of Business Operations with Iran form in Forms A , Part 6.

• Financial Disclosures and Conflicts of Interest: Offeror shall complete and return the Financial Disclosures and Conflicts of Interest form in Forms A , Part 7.

• Taxpayer Identification Number: Offeror should complete and return the Taxpayer Identification form in Forms A , Part 8.

A.23.1.5. The State will determine whether the Offer meets the stated requirements. Minor differences or deviations that have negligible impact on the price or suitability of the supply or service to meet the State’s needs may be accepted or corrections allowed.

If no offeror meets a particular requirement, the State may waive that requirement.

A.23.1.6. When the specification calls for “Brand Name or Equal,” the brand name product is acceptable. Other products will be considered with proof that the other product meets stated specifications and is equivalent to the brand product in terms of quality, performance and desired characteristics.

A.23.1.7. The State will determine whether the Offer complied with the instructions for submitting offers. Except for late submissions, and other requirements that by law

State of Illinois RFP 14

V.20.1 must be part of the submission, the State may require that an offeror correct deficiencies as a condition of further evaluation.

A.23.2. RESPONSIBILITY: A responsible Offeror is one who has the capability in all respects to perform fully the contract requirements and who has the integrity and reliability that will assure good faith performance. The State determines whether the Offeror is a “responsible” offeror; an offeror with whom the State can or should do business. For example, the State may consider the following:

A.23.2.1. A “prohibited bidder” includes any person assisting an employee of the State of Illinois by reviewing, drafting, directing, or preparing any invitation for bids, a request for proposal, or request of information, or providing similar assistance unless such assistance was part of a publically issued opportunity to review drafts of all or part of these documents. For purposes of this section, an employee of the State of Illinois means one who, by the nature of his or her duties, has the authority to participate personally and substantially in the decision to award a State contract. No person or business shall submit specifications to a State agency unless requested to do so by an employee of the State. No person or business that contracts with a State agency to write specifications for a particular procurement need shall submit a bid or proposal or receive a contract for that procurement need.

Nothing herein is intended to prohibit a vendor from bidding or offering to supply developing technology, goods or services after providing the State with a demonstration of the developing technology, goods, or services; provided the subject of the demonstration to the State represents industry trends and innovation and is not specifically designed to meet the State's needs. Nothing herein is intended to prohibit a person or business from submitting a bid or offer or entering into a contract if the person or business: (i) initiates a communication with an employee to provide general information about products, services, or industry best practices and, if applicable, that communication is documented in accordance with Section 50-39 of the Illinois Procurement Code or (ii) responds to a communication initiated by an employee of the State for the purposes of providing information to evaluate new products, trends, services, or technologies.

A.23.2.2. Other factors that the State may evaluate to determine responsibility include, but are not limited to: political contributions, certifications, conflict of interest, financial disclosures, taxpayer identification number, past performance in business or industry, references (including those found outside the Offer), compliance with applicable laws, financial responsibility, insurability, effective equal opportunity compliance, payment of prevailing wages if required by law, capacity to produce or sources of supply, and the ability to provide required maintenance service or other matters relating to the offeror’s ability to deliver in the quality and quantity within the time and price as specified in this solicitation.

A.23.2.3. Awarded offerors must at all times have financial resources sufficient, in the opinion of the State, to ensure performance of the contract and must provide proof upon

State of Illinois RFP 15

V.20.1 request. The State may require a performance bond if, in the opinion of the State, it ensures performance of the contract. The State may terminate the contract, consistent with the termination for cause provision of the contract, if the vendor lacks the financial resources to perform under the contract.

A.23.2.4. The State may require that an offeror correct any deficiencies as a condition of further evaluation.

A.23.3. PRICE: The State identifies the lowest priced offer that meets the responsibility and responsiveness requirements.

A.24. BUSINESS ENTERPRISE FOR MINORITIES, WOMEN, AND PERSONS WITH DISABILITIES ACT PARTICIPATION AND UTILIZATION PLAN: The Bulletin posting indicates whether this solicitation contains a goal to include businesses owned and controlled by minorities, women, and persons with disabilities. If this solicitation is for non-construction supplies or services and contains a goal, then failure to submit a Utilization Plan shall render the Offer non-responsive. 30 ILCS 575/4(f). All questions regarding the subcontracting goal must be directed to the Agency Business Enterprise Program (BEP) Liaison prior to submission of proposals.

BEP Liaison: Yvette Riley

Phone Number: 312-814-1089

Email Address: Yvette.Riley2@illinois.gov

Businesses included in Utilization Plans as meeting BEP requirements as prime vendors or subcontractors must be certified by the Department of Central Management Services as BEP vendors prior to the Bid Opening Date.

Go to https://www2.illinois.gov/cms/business/sell2/bep/Pages/default.aspx for complete requirements for BEP certification. Go to https://cms.diversitycompliance.com/ to search for certified BEP vendors.

A.25. VETERAN SMALL BUSINESS PARTICIPATION AND UTILIZATION PLAN: The Bulletin posting indicates whether this solicitation contains a goal to include businesses owned and controlled by military veterans. If this solicitation contains a goal, then failure to submit a Utilization Plan as instructed later in this solicitation may render the Offer non-responsive. All questions regarding the subcontracting goal must be directed to the Agency Veteran Small Business Liaison prior to submission of proposals.

Veteran Small Business Liaison: Shelley Jones

Phone Number: 630-241-6800 extension 4682

Email Address: sjones@getipass.com mailto:Yvette.Riley2@illinois.gov https://www2.illinois.gov/cms/business/sell2/bep/Pages/default.aspx https://cms.diversitycompliance.com/ mailto:sjones@getipass.com

State of Illinois RFP 16

V.20.1

Businesses included in Utilization Plans as meeting Veteran Owned Small Business (VOSB) and Service Disabled Veteran Owned Small Business (SDVOSB) requirements as prime vendors or subcontractors must be certified by CMS as VOSB or SDVOSB vendors prior to Bid opening date. Go to https://www2.illinois.gov/cms/business/sell2/pages/veteranownedbusinesses.aspx for complete requirements for VOSB or SDVOSB certification. Go to https://cms.diversitycompliance.com/ to search for certified VOSB and SDVOSB vendors.

A.26. BIDBUY TERMINOLOGY AND GUIDANCE: BidBuy is an online e-procurement system. There may be some difference between the procurement terminology used in this solicitation and the terms used in BidBuy.

Please learn more about BidBuy by accessing the online resources found here:

https://www2.illinois.gov/cpo/PathwayToProcurement/Pages/Guides-and-Manuals.aspx.

A.27. ILLINOIS TECHNOLOGY ACCESSIBILITY ACT STANDARDS. As required by Illinois Public Act 95-307, all information technology, including electronic information, software, systems, and equipment, developed or provided under this contract must comply with the applicable requirements of the Illinois Information Technology Accessibility Act Standards as posted at http://www.dhs.state.il.us/iitaa.

-END OF INSTRUCTIONS-

https://www2.illinois.gov/cms/business/sell2/pages/veteranownedbusinesses.aspx https://cms.diversitycompliance.com/ https://www2.illinois.gov/cpo/PathwayToProcurement/Pages/Guides-and-Manuals.aspx http://www.dhs.state.il.us/iitaa

SELECTION OF VENDOR

State of Illinois RFP 17 Section 1. Part B. Selection of Vendor V.20.1

B. SELECTION OF VENDOR

B.1. The State may award to the most responsive and responsible Offeror whose Offer best meets the below criteria.

B.2. The State determines how well Offers meet the responsiveness requirements. The State ranks Offers, without consideration of price, from best to least qualified using a point ranking system (unless otherwise specified) as an aid in conducting the evaluation. Offerors who receive fewer than the minimum required points will not be considered for price evaluation and award.

B.3. If the State does not consider the price to be fair and reasonable and negotiations fail to meet an acceptable price, the State reserves the right to cancel the award and take appropriate action to meet the needs of the State. The State determines whether the price is fair and reasonable by considering the Offer, including the Offeror's qualifications, the Offeror's reputation, all prices submitted, other known prices, the project budget, and other relevant factors.

B.4. The chart below shows the elements of responsiveness that the State evaluates, their relative weights in point format and any minimum point requirements.

B.4.1. The total number of points for responsiveness is 670 (370 points assigned to Phase 1: Technical Proposal Evaluation and 300 points assigned to Phase 2: Oral Presentation and Product Demonstration (via webex).

B.4.1.1. Phase 1: Technical Proposal Evaluation: The chart below shows the elements of Responsiveness used to evaluate the Offeror’s proposal. Phase 1: Technical Proposal Evaluation: total number of points for Responsiveness is 370. An Offeror must receive a minimum of 300 (average of evaluator’s scores) points in Phase 1 to be considered for evaluation of Phase 2: Oral Presentation and On-Site Product Demonstration.

Please refer to Attachment 1: Mandatory Requirements Matrix, and Attachment 2: Application Specifications Matrix, at the end of this document, for more in-depth information regarding each of the Responsiveness Elements in the table in Section B.4.1.2

B.4.1.2. RESPONSIVENESS ELEMENTS

Responsiveness Elements Maximum Points

Functional 100

General Functional 60

System and Security 60

State of Illinois RFP 18

V.20.1

Implementation 60

Support 30

References 40

BEP and VOSB/SDVOSBE 20

Total Points: 370

Minimum Points Required: 300

B.4.1.3. Phase 2: Oral Presentation and On-Site Demonstration: The maximum number of points for Phase 2: Oral Presentation and On-Site Demonstration is 300 points.

Offerors meeting the scoring requirement mentioned above will be asked to provide an Oral Presentation within two (2) weeks or within a reasonable time acceptable to both parties. The Agency will send a written notification to the Offeror for this presentation and will include an agenda listing of requirements pertaining to Section D.2 with a set presentation date and time. Offerors have 2 hours for time of demonstration. These presentations are will most likely be conducted via a WebEx meeting or similar. Points will be awarded based on the Offeror’s ability to demonstrate the services required in Section D.2. Failure to demonstrate a requirement during the oral presentation will negatively affect the Offeror’s Oral Presentation scoring.

B.4.1.4. DEMONSTRATION ELEMENTS

Demonstration Elements Maximum Points

Oral Presentation and On-Site Demonstration 300

State of Illinois RFP 19

V.20.1

B.5. The total number of points for Price is 170. The State will determine Price points using the following formula:

Maximum Price Points X (Lowest Price/Offeror’s Price) = Total Price Points

B.6. The maximum number of points is 840 ((370 Responsiveness+ 300 (Demonstration)) 670 + Price 170).

OFFER TO THE STATE OF ILLINOIS

State of Illinois RFP 20 Section 1. Part C. Offer to the State of Illinois V.20.1

C. Project Title / BidBuy Reference # Case Management and Workflow Application / BidBuy Bid Reference #B-13378 (Solicitation) / B-15553 (Pricing Only)

The undersigned authorized representative of the identified Offeror hereby submits this Offer to perform in full compliance with the subject solicitation.