23-0144 Pre Proposal Mtg Slide Deck -WBPMIS Consulting Services.pdf

ILLINOIS TOLLWAY

R F P 2 3 - 0 1 4 4

We b B a s e d P r o g ra m M a n a g e m e n t I n fo r m a t i o n Sy s t e m C o n s u l t i n g S e r v i c e s ( W B P M I S )

P re - P r o p o s a l M e e t i n g Procurement Department

August 22,2024 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, and Pricing

• Tollway Engineering Department

• Questions

AT TENDEE INSTRUCTIONS

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

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

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

Sol ic i tat ion Response-SUBMIT TAL OF WRIT TEN

QUESTIONS

• Questions in writing, are due August 29, 2024 at 10:00 am CT, shall be sent via email to nsnow@getipass.com (Subject Line: Questions for 23-0144 WBPMIS)

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

mailto:nsnow@getipass.com mailto:nsnow@getipass.com

BID SUBMISSION DUE DATE AND TIME

• September 18, 2024, at 1:00 p.m. Central Time (CT)

• All proposals must be submitted electronically in BidBuy:

• B-40664 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 proposal due date https://cpo-general.illinois.gov/content/dam/soi/en/web/cpo-general/general/documents/cpo-notice-2023.12-electronic-submission.pdf https://cpo-general.illinois.gov/content/dam/soi/en/web/cpo-general/general/documents/cpo-notice-2023.12-electronic-submission.pdf mailto:il.bidbuy@illinois.gov

SUBMISSION HIGHLIGHTS

Bid Packet Organization

• Offerors are required to follow without exception the offeror response organization as outlined RFP document.

• Offers are to be submitted and uploaded into BidBuy, all packet title and content requirements are listed and detailed in the RFP. All files shall be submitted in BidBuy Bid #B-40664, See Section F of the RFP document.

• Pricing shall be submitted in bid buy. Please see Vendor Instructions on how to submit an RFP Proposal pricing attachment accordingly and securely, See Section F Bookmark 9, F.6.1. Format Of Pricing, of the RFP Document.

BID BUY SUBMISSION HIGHLIGHTS

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

RFP Section C.1 Required Documents To Complete and Submit

The Offeror shall submit the listed documents in Bid Buy under the Attachments tab in the appropriate

“Required Attachments” spaces.

• Vendor Disclosure or IPG Active Registered Vendor Disclosure

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

Performed, found in Bid Buy Attachments.)

• Technical Response

• Commitment to Diversity

BEP Utilization Plan

VBP Utilization Plan

• Pricing

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

Copying and pasting existing slides into new presentation

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 https://owa.tollway.state.il.us/owa/redir.aspx?REF=LWeOHKqTUJl4yZFU70TFv1lz1FvrA4MSH1ryVj80DPLApmqwuMrXCAFodHRwczovL2lwZy52ZW5kb3JyZWcuY29tLw..

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

Copying and pasting existing slides into new presentation

• 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.

BID EVALUATION/SCORING

Presented on June 16, 2021

Proposals will undergo a responsiveness review to determine compliance with submittal document requirements. All proposals that successfully pass responsiveness review will be eligible for scored evaluations.

• Total number of points achievable: 164 points

• Technical Responsiveness Elements: 109 points

• Commitment to Diversity Elements: 22 points

• Pricing: 33 points A minimum of 105 points to be considered for price evaluation and award

BUSINESS ENTERPRISE PROGRAM and

VETERAN BUSINESS PROGRAM

Business Enterprise Program (BEP) goal: 21% Veteran Business Program (VBP) goal: 2% 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 https://cei.illinois.gov/content/dam/soi/en/web/cei/documents/U-Plan%20V.25.1.pdf https://supplierdiversitymanagementportal.illinois.gov/home.aspx

VETERAN BUSINESS 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

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

23-0144 23-0144

Welcome to Tollway Engineering Department Web Based Program Management Information System (PMIS)

Consulting Services

Technical Support

• Single point of contact for Tollway PMIS

Users

• System Performance

• User Access and Maintenance

• Communications

• Coordination with Tollway PMIS Project Manager

• Software updates and features

• Interfaces and Integration Solutions

• Programming Interface

• Issue Resolution

• Tollway internal communication

• Program/Process Migration

23-0144 W e b - B a s e d P r o g r a m M a n a g e m e n t I n f o r m a t i o n S y s t e m C o n s u l t i n g S e r v i c e s

Presented by MONTH DAY, 2024

Management and Administration

• Process and Workflow Development

• Engineering Projects – Primary Users

• Design Projects

• Construction

• Construction Management

• Innovative Project Delivery

Document Management

• Document Control

• State and Tollway Retention

Professional Writing

• User Manuals

• Workflow Diagrams

• Training Materials

• Newsletters

• White Papers

• Proposals

23-0144 W e b - B a s e d P r o g r a m M a n a g e m e n t I n f o r m a t i o n S y s t e m C o n s u l t i n g S e r v i c e s

Presented by MONTH DAY, 2024

Analysis- Quality - Audit

• PMIS Utilization

• Business Requirements

• Process and Workflow

Training

• Regular and Ad Hoc Schedules

• External and Internal Stakeholders

• Roadway

• Design Processes

• Construction Processes

• Construction Management Processes

Data Integration

• Cartegraph, CAD, field data, Bluebeam, SAP, etc.

• Legacy Systems, Access, CEPS etc.

Key Personnel Staff

• Contract Project Manager

• Quality Assurance/Quality Control (QA/QC)

Reviewer

• User Trainer

• Business Analyst

23-0144 W e b - B a s e d P r o g r a m M a n a g e m e n t I n f o r m a t i o n S y s t e m C o n s u l t i n g S e r v i c e s

Presented by MONTH DAY, 2024

Key Personnel Details

• Technical Award Criteria

• Experience

• Commitment

• Availability

• EXHIBIT A – KEY PROJECT PERSONNEL

• Resumes

• Certificates, if applicable

• Availability based on RFP Requirements

Expansion

• Process Actors

• Project and Contract types

• PMIS Application/Modules

23-0144 W e b - B a s e d P r o g r a m M a n a g e m e n t C o n t r o l S y s t e m C o n s u l t i n g S e r v i c e s

Presented on February 17, 2023 21

Engineering Department

• 98% of all current WBPMCS Workflows

• Design

• Construction

• Construction Management

PLANNING PROJECT

MANAGEMENT

DOCUMENT

CONTROL

CONSTRUCTION

ADMINISTRATION

MANAGEMENT &

OPERATIONS (M&O)

Technical Evaluation

• Firm’s Experience

• Project Understanding

• Key Project Personnel Experience and Availability

• Proposed Method/Project

Approach

• Commitment to Diversity

• References

Pricing

• Estimated Hours of Scope listed in

Section B.2. VOLUMES &

QUANTITIES

23-0144 W e b - B a s e d P r o g r a m M a n a g e m e n t C o n t r o l S y s t e m C o n s u l t i n g S e r v i c e s

Presented by MONTH DAY, 2024

QUESTIONS

Presented on June 16, 2021 23

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