24-0094_Brokerage Consultant_PreConference Presentation_04102025-FINAL.pdf

ILLINOIS TOLLWAY

R F P # 2 4 - 0 0 9 4 I n s u r a n c e B r o k e r a g e C o n s u l t a n t B i d B u y R e f e r e n c e # : 2 4 - 5 5 7 T H A - F I N A N - B - 4 4 9 7 2

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

A p r i l 1 0 , 2 0 2 5

Please sign in to the meeting via the Teams Chat.

This meeting is being recorded Attendance is not mandatory, but is highly recommended, as this is a detailed solicitation.

AGENDA

2Presented on April 10, 2025

• Introduction and General RFP Requirements

• Cheryl Heinz, Senior Contract Negotiator

• Business Enterprise Program and Veteran Business Program

• Elaine Bamonti, Contract Compliance Analyst

• RFP Specifications

• Paula Blonski, Senior Manager Of Insurance Risk & Loss Control

• Pricing Submittal and Closing

• Cheryl Heinz, Senior Contract Negotiator

• Questions

AT TENDEE INSTRUCTIONS

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• 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 QUESTIONS

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• All contact by prospective offerors shall be through the Senior Contract Negotiator: Cheryl Heinz, CHeinz@getipass.com

• All questions shall be in writing and sent to Cheryl Heinz and received no later than Thursday, April 17, 2025, at 2:30 pm

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

• Monitor BidBuy for all amendments posted (#B-44972) mailto:EBoyd@getipass.com

PROPOSAL SUBMISSION DUE DATE AND TIME

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• The Proposal submission Due Date is May 16, 2025, at 10:30a.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-FINAN-B-44972.

• 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

PROPOSAL SUBMISSION DUE DATE AND TIME

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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.

SUBMISSION HIGHLIGHTS

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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 seven (7) items listed in section C.1. are mandatory to be attached in the required quote section of BidBuy.

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Proposal Packet Organization – cont.

REQUIRED QUOTE ATTACHMENTS section in BidBuy

• 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.

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Proposal Packet Organization – cont.

REQUIRED QUOTE ATTACHMENTS section in BidBuy

OFFEROR CHECKLIST

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• Incomplete offeror packages will be considered non-responsive

• Vendors utilizing IPG-Active-Registered-Vendor-Disclosure-(formerly-forms-B)-v.23.1 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.23.3 option to meet the certification and disclosure requirements

OFFEROR CHECKLIST

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• 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 https://www.elections.il.gov/ https://www.ilsos.gov/departments/business_services/home.html https://www2.illinois.gov/dhr/Pages/default.aspx

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References

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

• Attachment B Reference Questionnaire Form – is submitted directly to

• 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 cheinz@getipass.com prior to the opening date.

PROPOSAL EVALUATION/SCORING

Copying and pasting existing slides into new presentation

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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 points achievable:485

• Technical Elements: 384

• Commitment to Diversity Elements: 77 Offerors must receive a minimum 369 points in the Responsive Elements to be considered for price evaluation and award.

• Pricing: 24

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

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TOLLWAY COMPLIANCE REQUIREMENTS

Tollway Compliance Requirements Elaine Bamonti

Contract Compliance Analyst

BUSINESS ENTERPRISE PROGRAM and

VETERAN BUSINESS PROGRAM

Business Enterprise Program (BEP) goal: 11 % 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

Presented on April 10, 2025 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.

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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

Presented on April 10, 2025 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

RFP SPECIF ICATIONS REQUIREMENTS

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Tollway RFP Specifications Paula Blonski

Sr. Manager, Insurance Risk and Loss Control

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Project Overview The Illinois State Toll Highway Authority (Illinois Tollway) is seeking proposals to procure a contract with a qualified insurance brokerage firm to advise the Illinois Tollway on their insurance needs and obtain the appropriate insurance coverage, including property, casualty, automotive physical damage, general and professional liability, equipment breakdown, cyber liability, employee benefits, Owner Controlled Insurance

Program, (OCIP), Rolling Owner Controlled Insurance Program (ROCIP) and any other insurance as needed for operations.

The Illinois Tollway does not intend for actual insurance premium quotations to be part of any Offerors’ submission. The awarded Offeror will be required to obtain quotes as policies expire and as circumstances warrant. The Illinois Tollway has the right to obtain its own insurance coverage as the need arises.

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Project Overview

Standard Services for employee benefits, may include but not limited to the following:

o Strategy o Financial and Renewal Management o Marketing and Placement Support o Vendor Management o Health, Well-being, and Productivity o Compliance o Communications

How Insurance Programs are procured today

• The agency uses the State’s Master Contract for Brokerage Services

• This RFP is for bidders to outline what you will charge the agency for all brokerage services

• We will go through the pricing submittal next where you have options on how you will charge our agency for your brokerage services.

• For purposes of this solicitation, we are not asking for you to market our current programs. We are requesting a program for your brokerage services.

PRICING SUBMIT TAL

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• 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.

• Failure to provide pricing in any required field or marking "N/A", "Zero", "0.00" or "Blank" will result in disqualification of your offer.

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.

25Presented on April 10, 2025

Pricing Specifications Guideline (Exhibit A).

• Offeror must provide pricing for all Three (3) Options listed below, to include Commission Percentage, Flat Fee or combination of both. Complete each option for the Initial and Renewal Terms.

• Pricing will be entered into the “Orange” Colored cells only.

• Failure to provide pricing for all options will result in disqualification of your offer.

• Failure to provide pricing in any required fields, or marking "N/A", "Zero", "0.00" or "Blank", will result in disqualification of your offer.

• For additional details, Reference the RFP sections F.6.1.1., F.6.1.2., and F.6.1.4..

PRICING

Quest ions may be sent to Cher y l He inz at CHeinz@get ipas s .com

Presented on April 10, 2025 26 mailto:EHukic-HAmzic@getipass.com

THANK YOU