24-0094_RFP v.25.3_Insurance Brokerage_03192025_Final_v.1~2.pdf

State of Illinois RFP V.25.3

ILLINOIS TOLLWAY

REQUEST FOR PROPOSAL

Contract #24-0094 / Insurance Brokerage Consultant BidBuy Bid Number 24-557THA-FINAN-B-44972

Section A. SCOPE OF WORK

A.1. OVERVIEW AND PURPOSE

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.

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

A.2. DESIRED OUTCOMES OF THIS PROJECT/ENGAGEMENT

The Illinois State Toll Highway Authority seeks to procure a contract with a qualified and experienced insurance brokerage firm to advise the agency on their insurance needs and obtain the appropriate insurance coverage.

Types of coverage include property, casualty, automotive physical damage, general and professional liability, equipment breakdown, cyber liability, employee benefits, OCIP, ROCIPS and any other insurance as needed for operations.

A.3. SCHEDULE

A.4. UNIQUE CONSIDERATIONS

Must comply with Illinois procurement laws, and all coverages must have the Illinois Tollway Board of Director’s approval, so quotes are needed at least 30 days when possible, prior to expiration.

Posting Q1 2025

Bid Opening Q2 2025

Evaluation Q2 2025

Contract Award

Q3 2025

Contract Execution Q3 2025

A.5. TERM

A.5.1. TERM OF THIS CONTRACT: The contract resulting from this procurement will have an initial term of five

(5) years, commencing upon the last dated signature of the Parties. 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.5.2. RENEWAL: Subject to the maximum total term identified above, the State has the option to renew for five (5) years:

• Renewal #1: The contract may be renewed, one time, for a term of five (5) years.

A.5.2.1. Pricing for the renewal term(s), or the formula for determining price, is in the Pricing section of this solicitation.

A.5.2.2. 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 contract may neither renew automatically nor renew solely at the Vendor’s option.

Section B. CURRENT CONDITIONS

B.1. OVERVIEW & BACKGROUND

Currently the Illinois Tollway utilizes the State of Illinois’ Master Contract. All other state agencies have their insurance programs renew on 7/1. The Illinois Tollway has several specialty coverages that are unique to the Illinois Tollway, so the Illinois Tollway needs to have a contract separate from the State of Illinois’ Master Contract to address our needs. The Illinois Tollway’s renewals are spread out over the year. This has caused challenges with the timing of the Illinois Tollway’s renewals.

B.2. VOLUMES & QUANTITIES

The Illinois Tollway will utilize this contract for Insurance Consulting that includes but not limited to, financial reporting on programs, compliance consulting, conflict resolution with vendors and obtaining quotes for all programs.

Type of Coverage Policy Term Estimated Amount of Coverage

Medical and Dental March 1st-March 1st $37,000,000

Vision March 1st-March 1st $427,000

Cobra March 1st-March 1st $30,000

FSA and Commuter Benefits March 1st-March 1st $65,000

Life Insurance March 1st-March 1st $540,000

Commercial General Liability/ Auto Liability including excess layers

June 1st-June 1st $150,000,000

Commercial Auto (First Layer) June 1st-June 1st $5,000,000

Property Insurance April 1st-April 1st $100,000,000

Property Insurance-Terrorism Buy Back April 1st-April 1st $100,000,000

Property Insurance-Excess Earthquake April 1st-April 1st $50,000,000

Property Insurance-Auto Physical Damage April 1st-April 1st $10,000,000

Property Insurance-CA Facility April 1st-April 1st Based on Total Insured Values

(TIV)

Type of Coverage Policy Term Amount of Coverage

Equipment Breakdown August 1st-August 1st $125,000,000

Public Officials Bond Two-year bond $100,000

Cyber Liability Jan 1st-Jan 1st $10,000,000

Rolling Owner Controlled Insurance Program (Liability only)

Jan 1st-Jan 1st (three Year program)

$25,000,000

Business Travel Account Nov 1st-Oct 31st (three Year program)

$2,500,000

Contingency for any other insurance as needed for operations (ie.., Railroad Protective, OCIP, Contractor Pollution…)

Various Terms $130,000,000

B.3. AREAS OF CONCERN/CHALLENGES

All insurance programs require approval from the Illinois Tollway’s Board of Directors, therefore quotes are required at least 30 days prior to renewal, when possible, to obtain board approval.

B.4. STRENGTHS

Government experience is critical to understanding the constraints of the agency.

B.5. FIGURES, DIAGRAMS, & REFERENCE DOCUMENTS

Item Exhibit / Attachment Title Exhibit / Attachment Description

1. Attachment A References The Illinois Tollway will accept references from private firms or governmental agencies.

Each reference is worth three (3) points, maximum nine (9) points.

2. Attachment B Reference Questionnaire Form.

(Refer to Attachment A, for instructions on submitting prior to bid opening.)

3. Attachment C Commitment To Diversity Forms (Commitment to Diversity Vendor Guidance including C2D Vendor Answer Form)

4. Exhibit A Pricing Specifications Guideline

(Refer to section F.6 for instructions on submitting.)

Section C. PROPOSAL REQUIREMENTS

Only Electronic Submissions through BidBuy of Offers 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

• Technical response

• Offer to State of Illinois

• Commitment to Diversity

• References (3), Section G, Attachment A

• Pricing, Pricing Specifications Guideline (Exhibit A) (Excel Version of Pricing Table Posted Separately for

Download)

• BEP 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/purchasing-entity-resources/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.

o Entering cost, pricing or discount information in the Alternate Description may result in disqualification.

o Illinois Tollway is requiring pricing to be submitted as an attachment in BidBuy. See the Pricing

Specifications Guideline (Exhibit A) for instructions how to compete pricing.

o Offeror shall upload Pricing Specifications Guideline (Exhibit A) 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 may result in disqualification of your offer.

o 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 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.

https://cpo-general.illinois.gov/solicitation-and-contract-templates.html https://cei.illinois.gov/purchasing-entity-resources/compliance.html

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.

https://cpo-general.illinois.gov/vendor-resources.html

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 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.

https://www.bidbuy.illinois.gov/bso/

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C.8. SMALL BUSINESS SET-ASIDE

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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 575/4(e). All questions regarding the subcontracting goal must be directed to the Information Contact indicated in BidBuy no later than as published in the Bulletin Description in BidBuy. See the Utilization Plan for NIGP codes used to establish this goal.

This solicitation includes a specific BEP Utilization goal of 11% NIGP Codes Applicable to BEP Participation Goal: 918-69; 953-52

Go to https://cei.illinois.gov/vendor-resources/get-bep-certified.html for complete requirements for BEP certification. Go to State of Illinois Commission on Equity and Inclusion at https://supplierdiversitymanagementportal.illinois.gov/home.aspx to search for certified BEP vendors.

C.10. VETERAN SMALL BUSINESS PARTICIPATION AND UTILIZATION PLAN

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C.11. SECURITY

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Bid/Performance Bond: N/A. 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.

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.

D.2.6. 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 characteristics.

D.3. EVALUATION METHODOLOGY

The Technical Requirements are described in Sections F.1, F.2., F.3., and F.4. The State evaluates the Technical Requirements without consideration of price.

D.3.1. Total Number of Points Available for Technical Requirements is: 384.

D.3.2. Offeror should complete and return Sections F.1, F.2., F.3, and F.4.

D.3.3. Relative Weight in Point Format

Technical Requirements Points Available Contract Requirements 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 Desirable Element Section 1 384

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: 77.

D.4.2. Offeror should complete and return Section F.4 Commitment to Diversity.

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.4.1.

Commitment to Diversity Categories

Category 1 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 2 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 3 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%

Category 4 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 5 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 6 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.

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

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

10%

13%

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 461.

D.5.2. A minimum of 369 of the available (Technical and Commitment to Diversity) points is required for price evaluation and award consideration.

D.6. ORAL PRESENTATIONS

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D.7. PRICE

The State opens Price proposals after evaluating all Technical and Commitment to Diversity proposals.

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 offeror'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 24.

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 384 (Technical) + 77 (Commitment to Diversity) + 24 (Price) = 485 maximum available points.

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 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.

http://www.ilga.gov/legislation/ilcs/ilcs.asp http://www.ilga.gov/legislation/ilcs/ilcs5.asp?ActID=532&ChapterID=7)%20%20 https://www.ilga.gov/commission/jcar/admincode/044/044parts.html

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.

The State will post a notice to the Bulletin identifying the apparent most responsive and responsible offeror.

E.8. INVOICING ADDRESS

The awarded Vendor shall invoice at the completion of the contract unless invoicing is tied in the contract to milestones, deliverables, or other invoicing requirements agreed to in the contract. The Bulletin posting contains the “Bill-to Address:” where invoices should be sent.

Vendor shall not bill for any taxes unless accompanied by proof that the State is subject to the tax. If necessary, Vendor may request the applicable Agency’s Illinois tax exemption number and Federal tax exemption information.

E.9. PROTEST REVIEW OFFICE

Offeror may submit a written protest to the Protest Review Office following the requirements of the Standard Procurement Rules. 44 ILL. ADM. CODE 1.5550. For protests related to specifications, the Protest Review Office must physically receive the protest no later than fourteen (14) days after the solicitation or related addendum was posted to the Bulletin. For protests related to rejection of individual proposals or awards, the protest must be received by close of business no later than fourteen (14) days after the protesting party knows or should have known of the facts giving rise to the protest. The Protest Review Office’s information is as follows:

Chief Procurement Office Attn: Protest Review Office

Email: cpogs.pro@illinois.gov

E.10. RESPONSIBILITY

A responsible Offeror is one who has the capability in all respects to perform fully the contract requirements and who has the integrity and reliability that will assure good faith performance. The State determines whether the Offeror is a “responsible” offeror; an offeror with whom the State can or should do business. For example, the State may consider the following:

E.10.1. A “prohibited bidder” includes any person assisting an employee of the State of Illinois by reviewing, drafting, directing, or preparing any invitation for bids, a request for proposal, or request of information, or providing similar assistance unless such assistance was part of a publicly issued opportunity to review drafts of all or part of these documents. For purposes of this section, an employee of the State of Illinois means one who, by the nature of his or her duties, has the authority to participate personally and substantially in the decision to award a State contract. No person or business shall submit specifications to a State agency unless requested to do so by an employee of the State. No person or business that contracts with a State agency to write specifications for a particular procurement need shall submit a bid or proposal or receive a contract for that procurement need.

Nothing herein is intended to prohibit a vendor from bidding or offering to supply developing technology, supplies or services after providing the State with a demonstration of the developing technology, supplies, or services; provided the subject of the demonstration to the State represents industry trends and innovation and is not specifically designed to meet the State's needs. Nothing herein is intended to prohibit a person or business from submitting a bid or offer or entering into a contract if the person or business: (i) initiates a communication with an employee to provide general information about products, services, or industry best practices and, if applicable, that communication is documented in accordance with Section 50-39 of the Illinois Procurement Code or (ii) responds to a communication initiated by an employee of the State for the purposes of providing information to evaluate new products, trends, services, or technologies.

E.10.2. Other factors that the State may use to evaluate to determine responsibility include, but are not limited to: political contributions, certifications, conflict of interest, financial disclosures, taxpayer identification number, past performance in business or industry, references (including those found outside the Offer), compliance with applicable laws, financial responsibility, insurability, effective equal opportunity compliance, payment of prevailing wages if required by law, capacity to produce or sources of supply, and the ability to provide required maintenance service or other mailto:cpogs.pro@illinois.gov matters relating to the offeror’s ability to deliver in the quality and quantity within the time and price as specified in this solicitation.

E.10.3. Awarded offerors must always have financial resources sufficient, in the opinion of the State, to ensure performance of the contract and must provide proof upon request. The State may require a performance bond if, in the opinion of the State, it ensures performance of the contract. The State may terminate the contract, consistent with the termination for cause provision of the contract, if the vendor lacks the financial resources to perform under the contract.

E.10.4. The State may require that an offeror correct any deficiencies as a condition of further evaluation.

E.11. BidBuy Terminology and Guidance: BidBuy is an online e-procurement system. There may be some difference between the procurement terminology used in this solicitation and the terms used in BidBuy. Please learn more about BidBuy by accessing the online resources found here:

https://www2.illinois.gov/cpo/PathwayToProcurement/Pages/Guides-and-Manuals.aspx https://www2.illinois.gov/cpo/PathwayToProcurement/Pages/Guides-and-Manuals.aspx

Section F. PROPOSAL FORMS

Offeror must complete and return:

• The following three (3) tables of Technical Requirements: Contract Requirements (Section F.1), Mandatory Requirements with Evidence (Section F.2), and Proposed Technical Solution (Section F.3) – Include in Bookmark #6 Below

• Commitment to Diversity (Section F.4) – Include in Bookmark #11 Below

• Offer to the State of Illinois – Include in Bookmark #6 Below

Please read and follow each instruction carefully.

OFFEROR’S PROPOSED SOLUTION TO MEET THE STATE’S REQUIREMENTS: Please respond in the following prescribed format:

Respondents are advised to adhere to the submittal requirements of this RFP. Failure to comply with the instructions of this RFP may be cause for rejection of a non-compliant proposal. Offerors are encouraged to provide adequate details for any request for information as noted in this RFP.

The Offeror should submit electronically a searchable pdf and title the sections of their response pursuant to each Element noted below:

• Cover Page: The Offeror should include a cover page that contains the full Legal Firm Name and all known Subcontractors (Full Legal Firm Names), BEP/VOSB designation (if applicable), and percentage of proposed work of each.

• Bookmark 1—Table of Contents: The Offeror should include a table of contents in its Offer. Offers should be page numbered sequentially from front to back.

• Bookmark 2 – Transmittal Letter: An individual authorized to legally bind the Offeror should sign the transmittal letter. The person who signs the transmittal letter will be considered the contact person for all matters pertaining to the Offer unless the Offeror designates another person in writing. The letter should include the Offeror’s mailing address, e-mail address, fax number and telephone number. Any request for confidential treatment of information should be included in the transmittal letter in addition to the specific statutory basis supporting the request, an explanation of why disclosure of the information is not in the best interest of the public, and the specific basis the Illinois Freedom of Information Act (5 ILCS 140/7) for the exemption from disclosure of such information. The transmittal letter should also contain the name, address, email address, and telephone number of the individual authorized to respond to the Illinois Tollway about the confidential nature of the information.

• Bookmark 3 – Executive Summary: The Offeror should prepare an Executive Summary and overview of the services it is offering including all of the following information: The Offeror should provide their current business overview. Statements that demonstrate that the Offeror understands the services as specified in the RFP.

• Bookmark 4 – General Company Information: The Offeror should provide details regarding their company information and their client base.

• Bookmark 5 – Financials: The Offeror should provide the last three (3) most recent Year End Financial Statements.

Offeror’s financial statements should fairly and accurately present the results of the company’s operations and its financial position according to generally accepted accounting principles. Financial statements should include an income statement, balance sheet, statement of cash flows, footnotes and a Standard Operation Controls audit.

• Bookmark 6 – Proposed Technical Solution: The following three (3) tables of Technical Requirements: Contract

Requirements (Section F.1), Mandatory Requirements with Evidence (Section F.2), and Proposed Technical Solution – Desirable Elements (Section F.3) are required to be returned in this Bookmark, along with the Offer.

The Offeror should provide in the Offeror’s response outlining the RFP requirements and the Offeror’s proposed solution. Offeror's proposed solution should detail how the Offeror plans to approach each requirement addressed in Sections F.2 and F.3. Offerors should provide a detailed description of how the Offeror plans to approach each Technical requirement. Offers should identify any deviations from the stated requirements in Section F or requirements that the Offeror cannot satisfy.

• Bookmark 7 – Offeror/Staff Specifications: Provide an Organizational chart and resumes and references for all known participating staff and/or position descriptions in the solicitation. Please provide additional organizational information demonstrating the qualifications of your agency/firm for performing the work required to meet the demands of this RFP. Please include an organizational history which includes a listing of similar previous engagements of implementing or solutions as proposed. The Offeror should provide a total of three (3) References. The Illinois Tollway will accept references from private firms or governmental agencies.

• Bookmark 8 – Planned Changes: Describe any potential or planned changes or initiatives that, in the next twelve to twenty-four months, could significantly change any of the information provided implementing these changes.

• Bookmark 9 – Pricing: Please provide a blank page as a placeholder in your proposal.

o Entering cost, pricing or discount information in the Alternate Description may result in disqualification.

o Illinois Tollway is requiring pricing to be submitted as an attachment in BidBuy. See the Pricing

Specifications Guideline (Exhibit A) for instructions how to complete pricing.

o Offeror shall upload Pricing Specifications Guideline (Exhibit A) 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 may result in disqualification of your offer.

o 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.

• Bookmark 10 – Other Exhibits: Training Materials, Sample Reports, and Other Pertinent Information (i.e.:

Licenses, Certifications, Charts, Exceptions, etc.).

• Bookmark 11 – Diversity and Compliance History Narrative: Offerors should complete and return the Commitment to Diversity Vendor Answer Sheet (Section F.4) in this Bookmark. Proposers should include narrative provided of firm history on meeting BEP and VOSB/SDVOSBE goals on previous contracts including Illinois Tollway or other entities. Points are based on narrative alone. Illinois Tollway contracts are not preferred and do not factor into the evaluation or points.

F.1. CONTRACT REQUIREMENTS

Please read each contract requirement carefully in F.1. These contract requirements shall be included in any contract resulting from this solicitation. Please check “Agree” next to each requirement to indicate the proposal complies with each requirement.

CONTRACT REQUIREMENTS

F.1.1 Develop a comprehensive insurance program including Employee Benefits and implement the program upon award. Implementation of the program will include but not be limited to timely and accurate delivery of certificates, declarations, binders, invoices and policies.

Agree

F.1.2 Evaluate the Illinois Tollway’s current insurance needs, identify alternative approaches, coverage exposures, exclusions, deductibles or coordination of other policies and recommend coverage improvements (structure, limits, scope of coverage, retention limits and alternatives, etc.) for the Illinois Tollway’s consideration and approval.

Agree

F.1.3 Develop a service strategy to be followed by the insurance carriers.

Implement and monitor the service strategy so that coverage is provided as agreed under the terms of the contract.

Agree

F.1.4 Provide market access to governmental carriers. Agree

F.1.5 Accept and process requests submitted by the Illinois Tollway which have identified the scope of coverage needed and any limitations for insurance coverage. Coverage should be written as requested to provide protection to the named insured.

Agree

F.1.6 Negotiate and obtain bids from insurance carriers, which are rated at A- or above, or the appropriate comprehensive insurance coverage for the State at the most reasonable costs, taking advantage of the most favorable given market conditions.

Agree

F.1.7 Provide insurance coverage upon expiration of any current policies with the Illinois Tollway, as needed. Coverage should be continuous with no gaps or overlaps with Excess Liability coverage.

Agree

F.1.8 Provide aggressive loss control services and loss prevention strategies as well as administrative assistance, as requested, to the Illinois Tollway to ensure the Illinois Tollway is in the best financial position possible while protecting losses to the Illinois Tollway and the public.

Agree

F.1.9 Review policies and changes for accuracy and resolve any discrepancies that may be identified between the proposed coverage and the produced policy.

Agree

F.1.10 Make recommendations concerning any additions or deletions of coverage that the awarded vendor feels will be advantageous to the Illinois Tollway and suggest coverage that will offer the Illinois Tollway the best balance of protections and costs.

Agree

F.1.11 Maintain Errors and Omissions policy to provide coverage of a minimum of $10 million for the brokerage firm.

Agree

F.1.12 Review billings from insurance carriers, audits for accuracy and make certain all charges are identified as necessary.

Agree

F.1.13 Ensure insurance carrier/provider binds coverage to the Illinois Tollway pending premium payment and allowing a minimum of 90 calendar days for premium payment by the Illinois Tollway upon invoice receipt.

Agree

F.1.14 Provide coverage summaries, notices, schedules and changes to the Illinois Tollway as necessary

Agree

F.1.15 Submit invoices within ten (10) calendar days of binding coverage directly to the Illinois Tollway for the review and processing of the invoice for policy premium and fees to the vendor.

Agree

F.1.16 Maximize awareness of the Illinois Tollway with information and forecasts of changes that may arise in the insurance marketplace.

Agree

F.1.17 Coordinate the renewal process of coverage with the Illinois Tollway.

Analyze the renewal, negotiate terms and conditions and make recommendations for coverage.

Agree

F.1.18 Assure that the insurance policies issued for coverage to the Illinois Tollway provides language and terms that do not conflict with the language of this contract.

Agree

F.1.19 Ensure Employee Benefit Programs are compliant with state and federal requirements.

Agree

F.1.20 Provide monthly financial reports for Employee Benefit spend with analysis for current trends and budget tracking.

Agree

F.1.21 Provide recommendations for additional risk management items and insurance programs as required.

Agree

F.1.22 Offeror and its brokers must maintain their Producer/Broker licenses in the State of Illinois from the Illinois Department of Insurance

Agree

F.1.23 Confirm that insurance carriers for this contract will be an insurer licensed to conduct business in the State of Illinois, with required A.M.