24-0082 Pre Conference Slides Presentation Traffic Incident Management System_TIMS_.pdf

ILLINOIS TOLLWAY

R F P # 2 4 - 0 0 8 2 Tr a f f i c I n c i d e n t M a n a g e m e n t S y s t e m ( T I M S )

B i d B u y R e f e r e n c e # : 2 4 - 5 5 7 T H A - I N F O T - B - 5 0 0 3 8 P r e - C o n f e r e n c e M e e t i n g

P r o c u r e m e n t D e p a r t m e n t J u l y 9 2 0 2 6 1 1 : 0 0 a . m .

Please sign in to the meeting via the Teams Chat.

This meeting is being recorded Attendance is not mandatory.

AGENDA

2Presented on 7/9/2026

• Introduction and General RFP Requirements

• Brian Chillmon, Contract Negotiator

• Business Enterprise Program and Veteran Business Program

• Janice Thomas, Contract Compliance Analyst

• RFP Specifications

• Mike June, Sr. IT Project Manager

• Pricing Submittal and Closing

• Brian Chillmon, Contract Negotiator

• Questions

AT TENDEE INSTRUCTIO NS

Presented on 7/9/2026 3

• All attendees must sign into Teams via chat with name and company affiliation

• This presentation is being recorded and will be available as part of the pre-conference addenda, also a complete list of attendees will be included and available in the next few days.

• Attendee audio feature will not be activated during this pre-conference meeting

• You can submit questions in the Chat feature that will be addressed as time allows at the end of the meeting.

SUBMIT TAL OF WRIT TEN QUESTIO NS

Presented on 7/9/2026 4

• All contact by prospective offerors shall be through the Contract Negotiator:

Brian Chillmon, BChillmon@getipass.com

• All questions shall be in writing and sent to Brian Chillmon and received no later than Thursday, July 16, 2026, at 1 p.m

• The Tollway will provide written responses to questions received via an amendment to the solicitation in BidBuy

• Monitor BidBuy for all amendments posted (#B-50038)

PROPOSA L SUBMISSION DUE DATE AND TIME

Presented on 7/9/2026 5

• The Proposal submission Due Date is Thursday August 27, 2026, at 10:30 a.m. CT.

• This is very Important - Proposal cannot be submitted in BidBuy after the due date/time

• Due to CPO Notice 2023.12: State agencies shall only accept electronic submissions for competitive solicitations (IFB and RFP) through BidBuy. Manual submissions in paper format or submissions through email will not be accepted, nor considered.

• Proposal shall be submitted electronically in BidBuy under Bid number 24-557THA-INFOT-B-50038.

• DO NOT wait until the last minute to send your submission-Proposals not submitted on time, because of technical difficulty, cannot be accepted.

• For assistance with BidBuy contact the BidBuy Help Desk by email at il.bidbuy@illinois.gov or by phone at 866-455-2897

• Hours of Operation: Monday through Friday from 8:30am to 4:30pm CT

PROPOSA L SUBMISSION DUE DATE AND TIME

Presented on 7/9/2026 6

BidBuy – Home Screen

• Attachments appear to be missing from view.

• By using the scroll bar at the bottom of the screen to scroll to the right.

• Attachments can be located to the far right of the screen.

The Example Screen Print is for visual Representation Only.

SUBMISSI ON HIGHLI GHTS

Presented on 7/9/2026 7

Proposal Packet Organization

• Offerors are required to follow without exception the offeror response organization as outlined in Section F. PROPOSAL FORMS

• All electronic packet title and content requirements are listed and detailed in the RFP.

• Offers are to be submitted as specified in Section C.1 REQUIRED DOCUMENTS TO COMPLETE

AND SUBMIT

• Offeror should use Section C as a final checklist to ensure that all required documents are completed and included with the Offer.

• Refer to REQUIRED QUOTE ATTACHMENTS section in BidBuy

• All eight (8) items listed in section C.1. are mandatory to be attached in the required quote section of BidBuy.

Presented on 7/9/2026 8

Proposal Packet Organization – cont.

REQUIRED QUOTE ATTACHMENTS section in BidBuy

• 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.

• 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.

Presented on 7/9/2026 9

Proposal Packet Organization – cont.

REQUIRED QUOTE ATTACHMENTS section in BidBuy

OFFEROR CHECKLI ST

Presented on 7/9/2026 10

• Incomplete offeror packages will be considered non-responsive

• Vendors utilizing IPG-Active-Registered-Vendor-Disclosure-(formerly-forms-B)-v.26.1 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.illinois.gov/). 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 Vendor-Disclosure-(formerly-forms-A)-v.26.2 option to meet the certification and disclosure requirements

OFFEROR CHECKLI ST

Presented on 7/9/2026 11

• Registration Conditions

• State Board of Elections requirement

• Any Bidder over $50,000.00 must be registered with the Board of elections

• https://www.elections.il.gov/

• Secretary of State - Illinois Registration

• Bidder must be registered with SOS, unless the offeror is exempt under the Business Contracts Act.

• https://www.ilsos.gov/departments/business_services/home.html

• Illinois Department of Human Rights Number

• Must have the IDHR # if firm has 15 or more employees.

• https://www2.illinois.gov/dhr/Pages/default.aspx

Presented on 7/9/2026 12

References

• Section G, Attachment A, References - must be submitted with proposal with references listed.

• Attachment B Reference Questionnaire Form – is submitted directly to the Illinois

Tollway contact.

• Prior to the opening date, offeror should send the Attachment B, Reference Questionnaire Form, to the reference entity for each firm listed below. The reference entity should complete the form and submit it directly to the Illinois Tollway contact at BChillmon@getipass.com prior to the opening date.

PROPOSA L EVALUATION/SCORI NG

Copying and pasting existing slides into new presentation

Presented on 7/9/2026 13

Proposals will undergo a responsiveness review to determine compliance with submittal requirements. All proposals that successfully pass responsiveness review will be eligible for evaluation based on criteria elements listed in Section D.

Section D Points Values Total number of Responsive Elements points achievable: 1541

• Technical Elements: 525

• Commitment to Diversity Elements: 214 Offerors must receive a minimum 591 points in the Responsive Elements to be considered for oral presentation, price evaluation and award.

• Oral Presentation: 545

• Pricing: 257

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

Presented on 7/9/2026 14

TOLLWAY CO MPLIA NCE REQUI REMENTS

Tollway Compliance Requirements Janice Thomas

Contract Compliance Analyst

BUSINESS ENTERPRI SE PROGRAM and

VETERAN BUSI NESS PROGRAM

Business Enterprise Program (BEP) goal: 25 % Veteran Business Program (VBP) goal 1%

Utilization Plan can be found at:

https://cei.illinois.gov/purchasing-entity-resources/compliance.html

Vendor search of certified firms at:

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

Presented on 7/9/2026

VETERAN BUSI NESS PROGRAM

Special Note: U-Plan

• For more details, please reference the Utilization Plan V.26.1

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/purchasing-entity-resources/compliance.html

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

RFP SPECI FICATIO NS REQUIREME NTS

Presented on 7/9/2026 19

Tollway RFP Specifications Mike June

Sr. IT Project Manager

RFP SPECI FICATIO NS: BACKGROUND

Presented on 7/9/2026 20

1. The Illinois Tollway currently owns the code for a custom-built Traffic Incident Management System and is looking to maintain or replace the existing system.

2. The cameras are displayed in the Traffic Operations Center and the Dispatch Center using an Activu video wall and Weytec computers.

3. The Traffic Operations Center monitors the roadways 24 x 7 x 365 to maintain the safety for our patrons and workers.

4. The current TIMS system has the ability to share data and video with various media outlets, DOTs, a regional traveler information system and a mobile website.

RFP SPECI FICATIO NS: GOAL AND EXPECTATIO NS

Presented on 7/9/2026 21

1. Proposal should address all hardware, software, implementation services, testing, training, related maintenance, enhancement and warranty services needed to implement, support, and maintain their Traffic Management System for the initial 5-year term and an optional 5-year renewal.

2. This work consists of providing and installing the necessary hardware (per coordination and approval of Tollway IT) and application software, planning and management of all activities associated with the installation, testing, configuration, documentation, and training for the Traffic Management System.

RFP SPECI FICATIO NS: GOAL AND EXPECTATIO NS

Presented on 7/9/2026 22

3. Proposal needs to support the video connectivity to the current Video Wall, Mobile Traffic Management website, Media outlets and Remote locations.

4. Migrate existing data to the new solution if replacing TIMS.

5. Provide proper documentation of the new solution if replacing TIMS.

6. Create, support and maintain all manuals, reports, and internal and external interfaces.

RFP SPECI FICATIO NS: SCO PE - OVERVIEW

Presented on 7/9/2026 23

1. The contract resulting from this procurement will have an initial term of five (5) years, commencing upon the last dated signature of the Parties.

2. Subject to the maximum total term identified above, the State has the option to renew for additional five (5) years.

• NOTE 1: Renewal dates are dependent when the contract is signed.

3. The proposed Traffic Management System can be an OnPrem or a Cloud solution.

4. Follow the Tollway standard Change Control processes.

PRIC ING SUBMIT TA L

Presented on 7/9/2026 24

• All Pricing shall be submitted via the “Pricing Specifications Guideline, Exhibit A” and uploaded to the Attachments Tab in BidBuy.

• You will need to “Check” the box next to “Does this attachment contain any pricing, cost, or discount information?”

• Offeror shall complete pricing for all options to be considered responsive.

Refer to Section C.1. REQUIRED DOCUMENTS TO COMPLETE

AND SUBMIT

• Pricing shall be submitted via the attachments tab in BidBuy

• There is a separate pricing document required for this Request for Proposal.

• The Instructions include the process to submit pricing accordingly and securely.

Q u est i on s m ay be se nt to Br i a n Ch i l l m on at BCh i l l mon@get i p ass .com

Presented on 7/9/2026 25