23-0144 RFP Document_WBPMIS Consulting Services_ v.24.3_Revised 10092024~1.pdf

REQUEST FOR PROPOSALS

23-0144

Web-Based Program Management Information Systems

(WBPMIS)

Consulting Services

State of Illinois RFP V.24.3

ILLINOIS TOLLWAY

REQUEST FOR PROPOSAL

Contract #23-0144 / Web-Based Program Management Information Systems (PMIS) Consulting Services

24-557THA-ENGPF-B-40664

Section A. SCOPE OF WORK

A.1. OVERVIEW AND PURPOSE

The Illinois Tollway seeks Professional Consulting Services for the administration and management of its Web-Based Program Management Control System (PMIS) software application program. Services should include, but are not limited to: technology and PMIS software strategy, program management, project and task based work, technical resources, administration, process audit and analysis, professional writing, training, reporting, and technical support. Consulting services will be primarily for the Tollway’s capital program management. It is anticipated the Tollway’s PMIS program will expand to include additional non-capital program users and processes. Described below is further detail on each aspect of professional services sought, including key activities. The Tollway may require all or only a portion of the services described.

Technology Strategy The Vendor should work with stakeholders to manage current and new processes, create and evaluate policies and strategies; highlight current strengths and weaknesses;

generate ideas for the future, provide reporting, and develop strategic and tactical plans to guide the selection and prioritization of projects that support the Tollway’s overall vision and mission. Examples include, but are not limited to, the following:

• Business Processes and Workflows

• Document Control

• Emerging Technologies

• Information Sharing and Collaboration

• Data Management

• Security

Program Management The Vendor should provide Program Management for the Tollway’s Web- Based Program Management and Control System (PMIS) software and licensing to ensure that work efforts achieve the outcome specified in the business and technology strategies. Under the direction of Tollway staff, the Vendor should be responsible for reviewing objectives; coordinating activities across projects; utilizing change management techniques and tools; overseeing the integration of work products and results; identifying and managing risks with mitigation strategies, managing issue resolution, tracking and reporting on progress against objectives and schedule; communicating to Tollway management, and other services as required.

During the term of the contract, the Vendor may be called upon to complete, or be part of, a variety of projects and individual tasks, such as specialized support, application enhancement tasks on behalf of the Tollway , application workflow development/enhancement or system implementation and integration projects performed by a team of professionals under the direction of a Project Manager.

Project Based Work The Vendor should provide dedicated professional Project Managers and a team of technology professionals for project(s), as schedule requires. Project based work may be short-term or long term based on the complexity of the project. Examples include, but are not limited to, the following:

• Management, development, testing and Implementation of long and short duration PMIS project workflow processes which may include integration with existing processes and other software systems.

• Management, development, testing and Implementation of PMIS project workflow process revisions.

• Migration of processes from one PMIS vendor supplied application to another, as needed.

Recurring Task Based Work The Vendor should provide technical resources that can be deployed to support regular recurring work efforts, individually or as part of a team of Technology Professionals under the direction of a Project Manager. Examples include, but are not limited to, the following:

• Management of personnel, budget and cost data for new and existing professional services projects

• Ongoing systems support

• Purpose driven PMIS process cleansing

• Management Reporting, on call and as-needed

• Stakeholder process review coordination (revisions, effectiveness etc.)

Expert Technical Resources The Vendor should provide resources with specialized subject matter expertise that can provide expert consultation or coordinate technology issue resolutions on behalf of the Tollway. Examples include, but are not limited to, the following:

• Database, system performance, and capacity issues

• Technical issues related to third-party custom applications

• Design, construction management, and construction industry practices

• Training of Internal staff, on call and as needed

• Training of external system users, regular schedule and on call, as needed

Administration and Technical Support for Vendor supplied PMIS Application The Vendor should provide administration and technical support resources to design, develop, and administer vendor supplied PMIS application workflows and interfaces to custom and legacy systems; and provide coordination and technical guidance for new and enhanced functionality as needed.

Ongoing Support of Vendor Supplied PMIS Application The Vendor should provide technical resources to administer and support the Tollway’s vendor supplied PMIS software application;

coordinate upgrades, additions and changes; and provide coordination and technical guidance for new and enhanced applications as needed. Examples include, but are not limited to, the following:

• Help Desk services

• Ongoing PMIS user management activities in accordance with user management policies and procedures, including creation, modification, and deactivation of accounts of inactive or terminated Tollway and non-Tollway PMIS users

• Monitor and troubleshoot PMIS releases, enhancement, and patches and their effect on Tollway configurations

Document Management The Vendor should provide technical resources to administer and support archival of information and provide staff to support Tollway administrative processes and procedures, as well as compliance with state record retention requirements. This also includes the management of Tollway documents, from both internal and external sources, as required for either the Consultant or the Tollway. Additional sources may include but are not limited to Microsoft Office Suite, CAD and legacy system document exchange.

Professional Writing Services The Vendor should provide professional/technical writer(s) to support the Tollway in designing, creating, and maintaining technical documentation, including proofreading, editing, and formatting. Technical documentation should include, but not be limited to online help;

• User guides/manuals that are specific to the configuration of the Illinois Tollway

• Workflow diagrams that are specific to the configuration of the Illinois Tollway

• Newsletters

• White papers

• Other documents, as required

Request for Proposal assistance The Illinois Tollway may seek assistance in writing requests for proposals (RFPs) related to PMIS interface technologies.

Technical Support The Vendor should provide professional services and resources to support the Tollway’s PMIS application under the direction of Tollway staff. Examples include, but are not limited to, the following:

• Project/Program Manager (PMP, PgMP)

• Project Manager(s)

• Application Process and Workflow Developer

• End User Trainer

• Storage Administration and Planning

• Business Analyst

• Technical Writer

• Database Administrator/Technical Integration Support

• Report Writer

• Help Desk - Support and Technologies

Documented certifications may be required for some personnel from the Tollway’s Web-Based Program Management Information Systems (PMIS) software provider prior to beginning work for the Tollway. Requirements for these certifications will be determined at the sole discression of the Tollway. Examples of certifications include, but are not limited to, the following:

• Workflow creation

• User Administration

• Costs and budgets

• Reporting

• Training

On-Site/Off-Site It is anticipated that a significant portion of the effort should be performed off-site.

The Vendor and the majority of its staff should be available for on-site events at the Tollway’s Central Administration facilities (Downers Grove, Illinois). The Vendor should, minimally, plan for attending one on-site monthly progress/status meeting with the Tollway. Additional events should be determined at the discretion of the Tollway. Work performed at any Tollway facility would be considered on-site. Based on the nature of the work assignment, presence of staff at a Tollway facility may not be required. Work not performed at a Tollway facility would be considered off-site.

A.2. DESIRED OUTCOMES OF THIS PROJECT/ENGAGEMENT

MILESTONES AND DELIVERABLES:

The Illinois Tollway requires the Vendor (Prime) to self-perform no less than 40% of the work.

Vendor should agree to cooperate with the Tollway in this administration and monitoring activity, which may require that Vendor report progress and problems (with proposed resolutions), provide records of its performance, allow random inspections of its facilities, participate in scheduled meetings and provide management reports as requested by the Tollway on a periodic basis (i.e. weekly, monthly, quarterly). There should be a commitment from the Vendor’s Executive Management team to participate in the Project in an over-sight role to ensure Customer Satisfaction. Meetings such as initial kickoff, scheduled milestone updates, and monthly business reviews should be in person unless prior approval has been authorized by the Tollway.

At the Tollway’s option, the Vendor and the Tollway will work together to monitor performance during the Contract and any warranty term. This may include use of a performance scorecard with conditions, milestones, requirements, or timetables that should be met before additional steps may be taken, or payment is due. The scorecard may also record matters related to price, service, quality and other factors deemed important.

The Vendor will be required to submit a Quality Assurance/Quality Control (QA/QC) Plan. The QA/QC Plan must follow guidelines, which will be provided by the Tollway to the vendor at time of contract execution. The QA/QC plan shall identify any known or potential conflicts of interest the vendor may have, including any known or potential conflicts of interest identified by any of their Subconsultants. The QA/QC plan shall propose a method for monitoring known conflicts and identifying potential conflicts through the duration of the contract, as well as describe, in detail, procedures relative to ethical screens and other procedures for mitigating conflicts. The vendor should submit the QA/QC plan to the Tollway fourteen (14) days after receiving the fully executed contract. After acceptance by the Tollway, the Vendor must adhere to this QA/QC Plan and will be required to periodically confirm, in writing, that they have complied with the approved plan. The statement of compliance must be submitted to the Tollway with each monthly progress report.

The Vendor should submit their invoices and progress reports each month on a schedule determined by the Tollway for the previous month’s work. Guidance for required documentation will be provided by the Tollway.

Payment Data Reporting Requirement: The Illinois Tollway requires Vendors to report all payments received and/or paid to all firms pursuant to this contract in the form prescribed by the Illinois Tollway. Payments to all firms must be reported by the Vendors/Vendor and confirmed by the Subconsultants/Subconsultant in the Tollway’s B2Gnow system on a monthly basis at https://iltollway.diversitysoftware.com/.

OFFEROR / STAFF SPECIFICATIONS: The Vendor should have a minimum five (5) years of experience with large governmental entities and/or Fortune 500 companies in providing Professional Administration and Management Consulting Services for a PMIS application. The Vendor should demonstrate in their offer experience in design, construction management and construction processes, such as change orders, extra work orders, time extensions, and scheduling. Familiarity with construction and/or government business practices such as purchasing, and payments will also be considered. The Vendor should have a proven re-usable methodology, tools & templates for performing the proposed services. These should have been used previously on at least three (3) other similar projects comparable to Tollway requirements. Offeror should include Relevant Project Experience where such methodology, tools & templates have been used successfully.

Key Project Personnel – The Vendor should propose Key Personnel for the term of the contract for the following:

• Contract Project Manager The Offeror should designate one person to act as the Contract Project Manager during the term of the contract. The Contract Project Manager will be responsible for acting as the primary point of contact and liaison for the Vendor to address orders, issues, status, concerns and action items. The Contract Project Manager will be responsible for, but not limited to, contract and project time management, team organization and progress, leadership and performance tracking and measurement. This person should serve as a liaison between the Tollway and the PMIS Vendor. The Contract Project manager should have the following minimum qualifications:

• A bachelor’s degree in project management, business management https://iltollway.diversitysoftware.com/ or related field.

• Active PMP or PgMp Certification.

• Five (5) years relevant experience.

• Business Analyst The Offeror should designate one person to act as the Business Analyst during the term of the contract. The Business Analyst should be responsible for understanding the business requirements, mostly related but not limited to highway design, construction, and construction management industry practices and translating them into information that the PMIS administration team can understand and to bridge the gap between the business and technical teams.

• A bachelor’s degree in business, engineering, or related field.

• Five (5) years relevant experience.

• Quality Assurance/Quality Control (QA/QC) Reviewer

The Offeror should designate one person to act as the Quality Assurance/Quality Control (QA/QC) Reviewer for the term of the contract.

This person should have demonstrated experience with roadway processes and requirements in construction, design, or construction management processes and procurement. This person will provide independent review of proposed and existing PMIS work products.

• A bachelor’s degree in quality assurance/control, statistics, business, engineering or related field.

• Five (5) years relevant experience.

• End User Trainer

The Vendor should designate one person to act as the End User Trainer during the term of the contract. The End User Trainer should have all applicable PMIS certifications prior to beginning work for the Tollway. The End User Trainer will be responsible for, but not limited to, providing regularly scheduled training sessions for authorized users on workflows and processes. Users include internal and external stakeholder.

Other Staffing – The Vendor should have the ability to:

• Dedicate a Project Manager for project and task-based work.

• Dedicate staff to complete project and task-based work.

• Provide staff to meet project deadlines.

• Quickly provide staff upon request.

• Provide access to a comprehensive set of competencies.

• Utilize established partnerships to augment staffing requirements.

There should be a commitment from the Vendor’s Executive Management team to participate in the Program in an oversight role to ensure Customer Satisfaction.

Service Level Goals

The Tollway requires the Vendor to meet service level goals, such as listed in the following table.

Performance Metric

Vendor Goal

Description

Non-urgent Staffing Response time

<20 business days

Measures average response time from receipt of a written non-urgent request for staffing, to provide staff resource(s) that meet Tollway’s requirements

Urgent Staffing Response time

<20 business days

Measures average response time from receipt of a written urgent request for staffing, to providing staff resource(s) that meet Tollway’s requirements

Attrition Rate <10% Measures resource turnover (staff leaving) due to unplanned situations which are not caused by the Tollway, not including inadequate performance, serious illness, etc.

Performance Removal

<10% Measures resource turnover (staff removed) due to inadequate resource performance

Liquidated Damages

Actual damages for the above metrics are difficult to ascertain and quantify. Therefore, the parties agree that the following liquidated damage amounts are fair and reasonable.

The vendor shall be subject to liquidated damages in the amount of 10% of the daily rate of the position (hourly rate * 8 hrs) per day for each and every day the vendor is delinquent in providing:

1) A viable candidate, beginning on the 40th business day following a written request for a non-urgent request for staffing

2) A viable candidate, beginning on the 30th business day following a written request for an urgent request for staffing.

A.3. SCHEDULE

Approximate target dates are below. Please note timeline is for estimating purposes only. Timeline subject to change without notice.

A.4. UNIQUE CONSIDERATIONS

Overview

Posting August 2024

Proposal Opening

October 2024

Evaluation November

Contract Award

January 2025

Contract Execution

February 2025

The Illinois Tollway is dedicated to providing and promoting a safe and efficient system of highways while ensuring the highest possible level of service to our customers.Whether it's I- PASS, the Move Illinois Program, open road tolling or keeping you safe with our H.E.L.P. trucks, we are committed to delivering great benefits and services to customers.

The Tollway is a user-fee system – no state or federal tax dollars are used to support maintenance and operations. Operations are funded by toll and concession revenues.

Under the leadership of the Board of Directors and Executive Staff, the Tollway is committed to achieving the following goals:

• Increase collaboration with regional transportation and planning agencies

• Promote the regional economy

• Maintain financial integrity

• Foster environmental responsibility and sustainability

• Maintain the safety and efficiency of the Tollway system

• Further transparency and accountability

• Enhance customer service

• Maintain public trust

Doing Business With The Illinois Tollway

Transparency, accountability, diversity and efficiency are the driving forces behind the Tollway's business operations, ensuring outcomes that exceed customer expectations.

A.5. TERM

A.5.1. TERM OF THIS CONTRACT: The contract resulting from this procurement will have an initial term of three (3) years, commencing upon the last dated signature of the Parties.

A.5.2. In no event will the total term of the contract, including the initial term, any renewal terms, and any extensions, exceed ten (10) years. Vendor shall not commence billable work in furtherance of the contract prior to final execution of the contract except when permitted pursuant to 30 ILCS 500/20-80.

A.5.3. RENEWAL: Subject to the maximum total term identified above, the State has the option to renew for a Six (6) Year Renewal Term:

A.5.3.1. Pricing for the renewal term(s), or the formula for determining price, is in the Pricing section of this solicitation.

A.5.3.2. Any renewal of the resulting contract is subject to the same terms and conditions that apply to the initial term of the contract unless otherwise provided. The State may renew the contract for any or all of the option periods specified, may exercise any of the renewal options early, and may exercise more than one option at a time based on continuing need and favorable market conditions, when in the best interest of the State. The https://www.illinoistollway.com/about/board-information#Illinois%20Tollway%20Board%20Profiles https://www.illinoistollway.com/about/executive-staff contract may neither renew automatically nor renew solely at the Vendor’s option.

Section B. CURRENT CONDITIONS

B.1. OVERVIEW & BACKGROUND

• The Tollway’s current Web-Based Program Management Control System (PMIS) application is Trimble Unity Construct (formerly known as eBuilder). The current PMIS application may change during the lifespan of this project.

• The Tollway currently utilizes its Web-Based Program Management Control System (PMIS) to support management of project deliverables, costs, schedules, payments and documents through workflow and business intelligence.

• The Tollway’s PMIS software is a vital link for the management and delivery of both its capital and non-capital programs.

• The Tollway’s PMIS has approximately 2000 users for its capital program(s).

• The Tollway’s PMIS has over 90 process workflows

• Since 2016, the Tollway’s PMIS application has supported over 600 projects and 950,000 workflow process instances, and has multiple levels of folders.

• The Tollway is currently expanding usage of its PMIS application to include non-capital programs and additional internal departments.

• The Tollway’s PMIS interfaces with a Microsoft Access-based program. Multiple other software programs including but not limited to Microsoft Office Suite, Adobe, Bluebeam and Open Gov Cloud are being considered for future integrations.

• Upon contract execution, the Vendor will have a collaborative transition period to assume the responsibilities of the contract.

B.2. VOLUMES & QUANTITIES

The following table demonstrates an estimated amount of hours /level of effort anticipated for the of the contract:

Initial term (3 Years)

ROLE Estimated Hours – Initial Term Contract Project Manager(PMP, PgMP) 6,240 Quality Assurance/Quality Control (QA/QC) Reviewer 6,240 User Trainer 3,120 Business Analyst 3,120 Application Process and Workflow Developer 12,480 Technical Writer 3,120 Help Desk - Support and Technologies 3,120 Travel Expenses 1

Total Estimated Hours (For the entire 3 year term) 37,441

Renewal Term (6 Years)

ROLE Estimated Hours – Renewal Term Contract Project Manager(PMP, PgMP) 12,480 Quality Assurance/Quality Control (QA/QC) Reviewer 12,480 User Trainer 6,240 Business Analyst 6,240

Application Process and Workflow Developer 24,960 Technical Writer 6,240 Help Desk - Support and Technologies 6,240 Travel Expenses 1

Total Estimated Hours (For the entire 6 Year term) 74,881

Pricing should be entered in BidBuy Unit Cost of the Items Tab. See OFFEROR INSTRUCTIONS TO

SUBMIT IN BIDBUY.

B.3. AREAS OF CONCERN/CHALLENGES

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B.4. STRENGTHS

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B.5. REFERENCE DOCUMENTS

Item Exhibit / Attachment Title Exhibit / Attachment Description

1 Exhibit A Key Personnel 2 APPENDIX 1 Performance Evaluations 3 Attachment A References Questionaire 4 Attachment B Pricing Worksheet-For pricing calculations only

Section C. PROPOSAL REQUIREMENTS

Only Electronic Submissions of Offers through BidBuy will be Accepted

C.1. REQUIRED DOCUMENTS TO COMPLETE AND SUBMIT

The Offeror shall submit the listed documents in BidBuy 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 BidBuy Attachments.)

• Technical Response

• Commitment to Diversity

• References Questionnaire

• BEP Utilization Plan

• VBP Utilization Plan

Blank documents may be found on the Chief Procurement Officer for General Service’s website at https://cpo-general.illinois.gov/solicitation-and-contract-templates.html and on the BidBuy posting under “File Attachments:”. Business Enterprise Program/Veterans Small Business Program Utilization Plan may be downloaded from the Commission on Equity and Inclusion’s website at https://cei.illinois.gov/business-enterprise-program/compliance.html.

Failure to submit Vendor Disclosure or IPG Active Registered Vendor Disclosure, as applicable, and the Utilization Plan(s), as applicable, with the Offer submitted in BidBuy shall render the Offer non-responsive.

Offerors are required to submit their response to the State’s solicitation through BidBuy. Any information sent to the State outside of BidBuy, for example by US Mail, FedEx, UPS, e-mail, or hand delivery, will neither be accepted nor considered. Offeror submissions will only be considered if they are received through BidBuy and on or before the time and date indicated as the “Bid Opening Date” on the BidBuy posting. Any required attachments must be submitted via BidBuy.

Price entries on the Items tab will be locked automatically upon submission of the quote. Entering cost, pricing or discount information in the Alternate Description may result in disqualification. If the agency requires pricing to be submitted in an attachment, Offeror shall upload pricing under the “Required Documents” section on the Attachments tab and check the box “Does the attachment contain any pricing, cost or discount information?” Failure to check this box allows your pricing to be viewed when bids are opened and will result in disqualification of your offer. NOTE: Do not check “Does the attachment contain any pricing, cost or discount information” if the attachment does NOT include pricing, cost, or discount information.

Documents shall be submitted in an electronic format that is accessible and readable using Microsoft Office suite software or Adobe Reader. Corrupted files shall not be considered. It is the Offeror’s responsibility to check that files are accessible and legible after uploading.

The Offeror is solely responsible for ensuring timely submission of their electronic solicitation response.

Failure to allow adequate time prior to the Bid Opening Date to complete and submit a response to a https://cpo-general.illinois.gov/solicitation-and-contract-templates.html https://cei.illinois.gov/business-enterprise-program/compliance.html solicitation, particularly in the event technical support assistance from the State is required, places the Offeror and their offer or response at risk of not being accepted.

The State encourages the Offeror to ensure that their BidBuy account is up-to-date. It is recommended that you access your BidBuy account prior to the solicitation due date and time to make sure that your company’s information is up-to-date and your password is current. Files may be uploaded at any time prior to submission.

File size may impact the uploading and downloading speed and may lead to browser time-outs, resulting in failed upload/download attempts. Please consider this dependency when attaching very large documents.

OFFEROR INSTRUCTIONS TO SUBMIT IN BIDBUY

Create Quote:

General Tab : Save and Continue Items Tab Follow instructions in the Pricing section of the solicitation document as to whether pricing will be entered in the Unit Cost of the Items Tab or submitted as a separate Pricing Document in the Attachments Tab.

Note: any pricing entered in the Unit Cost of the Items Tab will be locked until after Technical Evaluations take place. Do not enter cost, pricing, or any discount information in the Alternate Description field. Entering cost, pricing or discount information in the Alternate Description may result in disqualification.

Terms and Conditions Tab : Select “Yes”, “No”, or “Yes with Exceptions” Note: If taking any exceptions to Standard Terms and Conditions an offeror must submit a redline version of the Standard Terms and Conditions with their proposal.

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 will result in disqualification.

Check this box ONLY if a separate pricing document is required.

Do NOT check this box for any other required quote attachment such as the Technical Proposal, Vendor Disclosure / IPG Active Registered Vendor Disclosure, or Utilization Plan(s), or Offer.

Summary Tab : “Submit Quote”

Offerors may also view the “Request for Proposal (RFP) Vendor Submission Instructions Video found at https://cpo-general.illinois.gov/vendor-resources.html

C.2. DUE DATE AND TIME FOR SUBMISSION OF OFFERS

Each solicitation contains the Offer due date and time, appearing as the “Bid Opening Date:” on the BidBuy posting. Offeror shall submit Offers in BidBuy, and the State shall open Offers electronically in BidBuy on the “Bid Opening Date.” The Offer must remain firm for 180 days from opening.

C.3. CONFLICT BETWEEN INFORMATION IN ELECTRONIC DOCUMENTS AND ON BIDBUY

If the State provides information in electronic documents (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 electronic documents is presumed to represent the State’s intent. If the Offeror provides information in electronic documents that is different or in conflict with the information the Offeror provides in BidBuy through their Seller Account, then the information in electronic documents shall represent the Offeror’s intended submission.

C.4. PUBLISHED PROCUREMENT INFORMATION

The State publishes procurement information, including solicitations, awards, and amendments, on the Chief Procurement Officer for General Services’ Illinois Procurement Bulletin, known 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 BidBuy. The State will not be held responsible if Offeror fails to receive the optional e-mail notice of future amendments to the solicitation.

C.5. INFORMATION CONTACT

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

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.

C.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 published in https://cpo-general.illinois.gov/vendor-resources.html https://www.bidbuy.illinois.gov/bso/ the Bid in BidBuy. Questions received and Agency responses may be posted as a Bid Amendment to the original solicitation on BidBuy; only these posted answers to questions shall be binding on the State. Offeror is responsible for monitoring BidBuy and BidBuy email notifications.

C.7. PRE-SUBMISSION CONFERENCE

The Agency may conduct a Mandatory or Non-Mandatory Pre-Submission Conference, listed in the “Pre-Bid Conference:” field of the BidBuy posting. Please refer to BidBuy for this information.

If attendance is mandatory, Offeror (current contractor 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.

C.8. SMALL BUSINESS SET-ASIDE

This section has been left blank intentionally

C.9. BUSINESS ENTERPRISE FOR MINORITIES, WOMEN, AND PERSONS WITH DISABILITIES ACT

PARTICIPATION AND UTILIZATION PLAN

The BidBuy posting indicates whether this solicitation contains a goal to include businesses owned and controlled by minorities, women, and persons with disabilities. If this solicitation contains a goal, then failure to complete and submit a Utilization Plan, including documentation demonstrating good faith efforts when requesting a waiver, shall render the Offer non-responsive. 30 ILCS 575/4I. All questions regarding the subcontracting goal must be directed to the Information Contact indicated in BidBuy no later than as published on the Bid in BidBuy. See the Utilization Plan for NIGP codes used to establish this goal.

This solicitation includes a specific BEP Utilization goal of 21% NIGP Codes Applicable to BEP Participation Goal: 92064; 92536; 95877; 20968, 92440

Go to https://cei.illinois.gov/business-enterprise-program.html for complete requirements for BEP certification. Go to State of Illinois Commission on Equity and Inclusion at https://ceibep.diversitysoftware.com/ to search for certified BEP vendors.

C.10. VETERAN BUSINESS PROGRAM PARTICIPATION AND UTLIZATION PLAN

The BidBuy 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 Information Contact https://cei.illinois.gov/business-enterprise-program.html https://ceibep.diversitysoftware.com/ indicated in BidBuy no later than as published on the Bid in BidBuy. See the Utilization Plan for NIGP codes used to establish this goal.

This solicitation includes a specific VBP Utilization goal of 2% NIGP Codes Applicable to VBP Participation Goal: 92064; 92536; 95877; 20968

Go to https://cei.illinois.gov/veterans-business-program.html for complete requirements for Veterans Business Program (VBP) certification. Go to State of Illinois Commission on Equity and Inclusion at https://ceibep.diversitysoftware.com/ to search for certified VBP vendors.

C.11. SECURITY

Bid/Performance Bond: $ 0 If a bond is required, Offeror must submit the Bid Bond with your offer or Performance Bond to the Information Contact within ten (10) days after contract execution. 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.

C.12. TERMS AND CONDITIONS

Standard Terms and Conditions will become a part of any resulting contract. To view the Standard Terms and Conditions, please go to:

https://cpo-general.illinois.gov/solicitation-and-contract-templates.html.

https://cei.illinois.gov/veterans-business-program.html https://ceibep.diversitysoftware.com/ https://cpo-general.illinois.gov/solicitation-and-contract-templates.html

Section D. EVALUATION PROCEDURES

D.1. EVALUATION PROCESS

The State assesses each Offer for Responsibility (E.10) and Responsiveness. The State considers the information provided and the quality of that information when assessing Offers. If the State finds a failure or deficiency, the State may reject the Offer or reflect the failure or deficiency in the assessment.

There are three scored parts to each proposal – Technical, Commitment to Diversity, and Pricing.

Each part of the proposal is evaluated and ranked independently of the other parts of the proposal. The results of the evaluation of all three parts shall be used in ranking the proposals.

The State may award to the most responsive and responsible offeror whose offer best meets the specified criteria.

D.2. 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.

D.2.1. The State will determine whether the Offeror complied with the instructions for submitting offers. Except for late submissions, and other requirements that by law must be part of the submission, the State may require that an Offeror correct deficiencies as a condition of further evaluation.

D.2.2. Subcontractor Disclosure: If the Offer includes any subcontractors, then Offeror shall complete the Subcontractor Disclosure section of the Offer to the State of Illinois.

D.2.3. If completing IPG Active Registered Vendor Disclosure, then responsiveness may include and may not be limited to:

• Active Illinois Procurement Gateway registration # with expiration date

• Certifications timely to this solicitation

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

• Disclosure of pending and current contracts

D.2.4. If completing Vendor Disclosure, required parts may include and may not be limited to:

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

• Illinois Department of Human Rights (IDHR) Public Contracts Number:

Offeror shall complete and return the IDHR Public Contracts Number form in Vendor Disclosure, 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 an Offer 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 Vendor Disclosure, Part 3.

• Standard Illinois Certifications: Offeror shall complete and return the Standard Illinois Certifications form in Vendor Disclosure, 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 Vendor Disclosure, Part 5.

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

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

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

D.2.5. The State will determine whether the Offer meets the stated Technical 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 Technical requirement, the State may waive that requirement.

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 characteristic

D.3. EVALUATION METHODOLOGY

The Technical Requirements are described in Sections F.1., F.2., F.3., and F.5. The State evaluates the Technical Requirements without consideration of price.

D.3.1. Total Number of Points Available for Technical Requirements is: 109

D.3.2. Offeror shall complete and return Sections F.1., F.2., F.3., as applicable

D.3.3. Relative Weight in Point Format:

Technical Requirements Points Available Mandatory Requirements without Evidence 0; all must be agreed to and are evaluated as pass or fail Mandatory Requirements with Evidence 0; all must be met and are evaluated as pass or fail References 9 Technical Maximum Points 109

D.4. COMMITMENT TO DIVERSITY ELEMENTS

Sections 20-15 and 35-30 of the Illinois Procurement Code (30 ILCS 500/) require offerors to be evaluated on their commitment to diversity. The points available for Commitment to Diversity are described in Section F.4. and are equivalent to 20% of the Technical Requirements points.

The State evaluates Commitment to Diversity without consideration of price.

D.4.1. The total number of points for Commitment to Diversity is 22.

D.4.2. Offeror shall complete and return Section F.4 Commitment to Diversity if applicable.

D.4.3. Commitment to Diversity Categories: The percentages at the end of each section reflect the weighted distribution of points available identified in D.4.

Commitment to Diversity Elements

Category

BEP Compliance - Whether or how well the Offeror meets this solicitation’s goal of contracting or subcontracting with businesses owned by women, minorities, or persons with disabilities.

5%

Category

Subcontracting/Contracting with any WMD businesses (not limited to BEP vendors) - Whether the Offeror assisted businesses owned by women, minorities, or persons with disabilities.

10%

Category

Diversity, Equity and Inclusion (DEI) Spend – Offeror’s percentage of business, education and/or community spend from prior calendar year gross revenue that involves businesses owned by women, minorities and/or persons with disabilities. The assisted businesses are not required to be certified in the Illinois Business Enterprise Program.

20%

Commitment to Diversity Elements

Category

Diversity, Equity and Inclusion (DEI) Time - Offeror’s hours spent in the prior calendar year on promoting DEI in the workplace, the community, education institutes, or supporting businesses owned by women, minorities, or persons with disabilities. The assisted business is not required to be certified in the Illinois Business Enterprise Program. The success or failure of each event does not impact the points achieved. The event may be voluntary or paid time.

20%

Category

Diversity, Equity and Inclusion (DEI) Policies - Entity has provided a written copy of, or link to, their current written workforce diversity, equity, and inclusion policy. Policies must be actionable plans, not overarching concepts around DEI.

10%

Category

Diversity in Staffing - % of individuals on governing board and/ or Senior executives out of all staff who identify as women, minorities or person with disabilities.

10%

% of individuals in management /supervisor positions out of all staff who identify as women, minorities or person with disabilities. 13%

% of total staff who identify as women, minorities or person with disabilities. 12%

D.5. MINIMUM REQUIRED POINTS

Requests for Proposal may specify that offerors must receive a minimum number of points in their Technical and Commitment to Diversity proposals combined to be considered for price evaluation and award.

The State determines how well offers meet the Technical and Commitment to Diversity requirements and rank the offers 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.

D.5.1. The total number of available points for Technical and Commitment to Diversity is 131.

D.5.2. A minimum of 105 of the available points is required to be eligible for price opening.

D.6. ORAL PRESENTATIONS -N/A

D.7. PRICE

The State opens Price proposals after evaluating all Technical and Commitment to Diversity proposals (and Oral Presentations, if applicable).

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 offer’or's reputation, all price proposals submitted, other known prices, the project budget, and other relevant factors.

D.7.1. The total number of points for Price is 33 D.7.2. The State will determine Price points using the following formula:

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

D.8. MAXIMUM AVAILABLE POINTS

The maximum number of points is 164 : (Technical) 109 + (Commitment to Diversity) 22 + (Price) 33.

Section E. ADMINISTRATIVE REQUIREMENTS

E.1. 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”. To view the full text, go to http://www.ilga.gov/legislation/ilcs/ilcs.asp . The Illinois Procurement Code (30 ILCS 500) and the Standard Procurement Rules (44 ILL. ADM. CODE PART 1) are applicable to this solicitation.

To view them respectively, go to:

http://www.ilga.gov/legislation/ilcs/ilcs5.asp?ActID=532&ChapterID=7) and https://www.ilga.gov/commission/jcar/admincode/044/044parts.html

E.2. PUBLIC RECORDS AND REQUESTS FOR CONFIDENTIAL TREATMENT

Offers become the property of the State. 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 C.) 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 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.

E.3. 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 http://www.ilga.gov/legislation/ilcs/ilcs.asp http://www.ilga.gov/legislation/ilcs/ilcs5.asp?ActID=532&ChapterID=7) https://www.ilga.gov/commission/jcar/admincode/044/044parts.html under the contract and deposit the fee in the Comptroller’s Administrative Fund. 15 ILCS 405/23.9.

E.4. FEDERAL FUNDS

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

E.5. 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 [35 ILCS 5/216, 5/217].

E.6. 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).

E.7. 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.