23-0107 Pre Bid Meeting-Slide Deck-ITS Parts Replacement.pdf

ILLINOIS TOLLWAY

R F P 2 3 - 0 1 0 7

I n t e l l i g e n t T r a n s p o r t a t i o n S y s t e m ( I T S ) R e p l a c e m e n t P a r t s S e r v i c e s

P r e - B i d M e e t i n g Procurement Department

April 1, 2025 at 10:00a.m. CT

Please sign into the TEAMS chat with name and company affiliation

AGENDA

• Solicitation Response Format

• Tollway Goods and Services Procurement Department

• Business Enterprise Program and Veteran Business Program

• Tollway Compliance Department

• RFP Specifications/Scope Of Work

• Information Technology (IT)Department

• Questions

AT TENDEE INSTRUCTIO NS

• All attendees please sign into TEAMS via chat with name and company affiliation

• Questions can be posted to the TEAMS chat during this pre-bid presentation

• Please mute your audio feature until the end of the presentation

Sol ic i tat ion Response

SUBMITTAL OF WRITTEN QUESTIONS

• Questions in writing, are due April 7, 2025, at 10:00 am CT, shall be sent via email to nsnow@getipass.com (Subject Line: Questions for 23-0107 ITS)

• All contact by offerors shall be sent to the Senior Contract Negotiator, Nena Snow, at nsnow@getipass.com.

BID SUBMISSI ON DUE DATE AND TIME

• April 21, 2025, at 1:00 p.m. Central Time (CT)

• All proposals must be submitted electronically in BidBuy:

• B-38650 for Technical Proposal and All Required Forms

• Please see CPO Notice 2023.12 Electronic Submission of IFBs and RFPs.

https://cpo-general.illinois.gov/content/dam/soi/en/web/cpo-general/general/documents/cpo-notice-2023.12-electronic-submission.pdf

• Proposals received after the due date/time will not be accepted.

• For assistance with BidBuy, contact the BidBuy Help Desk: il.bidbuy@illinois.gov Please Do Not wait until the final hour to access bid buy, prior to the Bid due date

SUBMISSI ON HIGHLI GHTS

Bid Organization

• Required documents are to be submitted and uploaded into BidBuy, to Bid #B-38650.

• Pricing shall be submitted on the lines in bid buy-Items Tab.

Attachments Tab For each required quote attachment listed:

“Upload” (next to each required attachment) “Choose File”

Note: If a pricing document is required, mark the box next to the question, “Does this Attachment contain any pricing, cost, or discount information?”

Failure to mark this box when attaching a pricing document may result in disqualification.

R E Q U I R E D D O C U M E N T S T O C O M P L E T E A N D S U B M I T

Required Quote Attachments In Bid Buy

• Signed Contract

• Offer to State (Including Subcontractor Disclosure and Where Services are to be

Performed, found in Bid Buy Attachments.)

• Commitment to Diversity (Failure to complete and upload will result in disqualification)

BEP Utilization Plan-Goal 2.50

• Vendor Disclosure (Forms A) or IPG Active Registered Vendor Disclosure (Forms B) (Failure to complete and upload will result in disqualification)

F I N A N C I A L D I S C L O S U R E S

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Vendor Disclosure (Formerly Forms A) or IPG Active Registered Vendor Disclosure (Formerly Forms B)

• Vendors utilizing “Forms B” must be registered specifically with the Illinois

Procurement Gateway to be deemed responsive Verify that you are registered with the Illinois Procurement Gateway (IPG) on the IPG homepage (https://ipg.vendorreg.com). Search for your Business Name. If your company does not appear in the search results, you are not registered in the IPG.

To use FORMS B, vendors must be listed in the “Registered Vendor Directory” and provide a valid registration number with expiration date from the Illinois Procurement Gateway.

Registration information from other government entities will not be accepted.

• If your company is not listed in the IPG Registered Vendor Directory, you must utilize the “FORMS A” option to meet the certification and disclosure requirements

F i n a n c i a l D i s c l o s u r e s c o n t .

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• Secretary of State File Detail Report

• Offerors must be registered with the Illinois Secretary of State when submitting their proposal.

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.

• Illinois State Board of Elections

• 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.

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

BUSINESS ENTERPRI SE PROGRAM and

VETERAN BUSI NESS PROGRAM

Business Enterprise Program (BEP) goal: _2.50 %____ Veteran Business Program (VBP) goal__0%___ Required Documentation:

• Vendors must submit a Utilization Plan for each goal program

• Indicate how they are meeting goal or provide good faith efforts

• Complete Letter of Intent for each vendor in the plan

Utilization Plan can be found at:

https://cei.illinois.gov/content/dam/soi/en/web/cei/documents/U-Plan%20V.25.1.pdf

Vendor search of certified firms at:

https://supplierdiversitymanagementportal.illinois.gov/home.aspx

VETERAN BUSI NESS PROGRAM

Special Note: NIGP Codes

• Prime vendors that aren't self-performing BEP/VBP firms must select certified BEP/VBP subcontractors registered in at least one of the solicitation’s NIGP codes for their Utilization Plan (U-Plan).

• If a non-self- performing prime vendor wishes to use BEP/VBP subcontractors not registered in any of the solicitation’s NIGP codes, it must submit a revision request to the Agency/PIHE using the NIGP Code Revision Request Form at least 7 calendar days before the bid opening date and obtain approval.

• A non- self-performing prime vendor may request to use different NIGP codes to identify BEP/VBP firms that can perform a commercially useful function under the resulting contract, as defined in the U-Plan, through direct participation via the NIGP Code Revision Request Form.

Special Note: NIGP Codes

• Prime vendors that aren't self-performing BEP/VBP firms must select certified BEP/VBP subcontractors registered in at least one of the solicitation’s NIGP codes for their Utilization Plan (U-Plan).

• If a non-self- performing prime vendor wishes to use BEP/VBP subcontractors not registered in any of the solicitation’s NIGP codes, it must submit a revision request to the Agency/PIHE using the NIGP Code Revision Request Form at least 7 calendar days before the bid opening date and obtain approval.

• A non- self-performing prime vendor may request to use different NIGP codes to identify BEP/VBP firms that can perform a commercially useful function under the resulting contract, as defined in the U-Plan, through direct participation via the NIGP Code Revision Request Form.

Special Note: NIGP Codes

• Primes that are self-performing certified BEP/VBP firms must be registered in all of the solicitation’s NIGP codes if they intend to perform the entire scope of the contract themselves.

• If a BEP/VBP firm not certified in all of the solicitation’s NIGP codes wishes to self-perform, it must submit a revision request to the purchasing agency/PIHE using the NIGP Code Revision Request Form at least 7 calendar days before the bid opening date and obtain approval.

• Using the NIGP Code Revision Request Form, a self- performing certified BEP/VBP prime vendor not registered in all of the codes originally listed in the solicitation may submit a revision request if it can perform a commercially useful function under the resulting contract through direct participation, as defined in the U-Plan.

Special Note: U-Plan

• For more details, please reference the Utilization Plan V.25.1 page 17

BEP/VOSB/SDVOSB Certifications Illinois Department of Central Management Services

• Commission on Equity and Inclusion (CEI)

Required Documentation:

Vendors must submit a Utilization Plan for each goal program

• Indicate how they will meet the goal or provide good faith efforts

• Complete Letter of Intent for each vendor in the plan

Utilization Plan form can be found at: https://cei.illinois.gov/content/dam/soi/en/web/cei/documents/U- Plan%20V.25.1.pdf

Vendor search of certified firms found at: https://supplierdiversitymanagementportal.illinois.gov/home.aspx

BEP Liaison: Yvette Riley Phone: 312-814-1089 Email: Yvette.riley2@Illinois.gov

VOSB Liaison: Elias Ricks Ngwayah II Phone: 331-238-0334 Email: Engwayah@getipass.com

23-0107 Welcome to Tollway IT Department

Contractor Responsibilities:

•Procurement: Responsible for purchasing all required spare parts for Tollway ITS field equipment.

•Maintenance & Repair: Troubleshoot, replace, and repair all ITS devices using the Tollway ticketing system.

•Service Vehicles: Must have access to all necessary service trucks as specified in the contract.

•Storage Facilities: Must have access to permanent, indoor, access-controlled storage locations per contract requirements.

Scope Of Work O v e r v i e w

S u p p l i e s / S e r v i c e s R e q u i r e d

Maintenance Requirements:

•Vendor must be the manufacturer, an authorized dealer/distributor, or capable of providing genuine OEM parts, assemblies, and accessories.

•Must furnish original product warranties and manufacturer-related services (e.g., product information, recall notices).

Certification & Training Requirements:

Axis Solution Gold Partner

•Vendor must submit a valid certification with bid documents.

•At least two (2) certified technicians trained via Axis Academy for CCTV cameras.

•Gold status ensures priority technical support from Axis.

Vaisala System Certified Partner

•Certification required for Road Weather Information System (RWIS) support.

•Technician must be trained on both Vaisala RWIS models in operation on the Illinois Tollway.

M a i n t e n a n c e

Ledstar Training Program

•Certification for LED Dynamic Message & Lane Control Signs (DMS/LCS).

•Training includes LedMaster+ control software.

Daktronics Standard Training

•Certification for Dynamic Message Signs (DMS).

•Training includes Vanguard control software.

Sensys Networks Training

•Field training required for installation, configuration, and troubleshooting of Sensys wireless vehicle detection systems.

•Certification ensures direct technical support from Sensys.

Labor Experience Requirement:

Vendor must have 5+ years of experience in ITS maintenance services on a high-speed, limited-access highway.

M a i n t e n a n c e

QUESTIONS

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