Illinois Environmental Protection Agency Request for Proposal Environmental Information Management System

26-532EPA-FISCP-B-51295

Section A. SCOPE OF WORK

A.1. OVERVIEW AND PURPOSE

The Illinois Environmental Protection Agency (IEPA) seeks proposals from qualified Offerors to design, implement, and maintain a comprehensive Environmental Information Management System (EIMS). This initiative aims to modernize the IEPA's systems and processes across its various programs, including its air, land and water bureaus, Associate Director’s Office (ADO), Division of Legal Counsel (DLC), Financial Management, and records management, by replacing outdated manual and paper-based processes and siloed databases with a unified digital solution. In line with IEPA's vision to modernize operations through state-of-the-art digital technical solutions, the new system will improve efficiency and enhance data integration, transparency, and accuracy. Modernizing the permitting tracking and issuance process is a central priority of this initiative. The EIMS will streamline permit application intake, review, tracking, and issuance, while enhancing coordination across compliance and enforcement functions. It will also improve financial oversight, documentation, reporting, and stakeholder engagement. By implementing a scalable, adaptable system, the IEPA seeks to improve internal efficiencies, enhance data quality and accessibility, and provide a more responsive and transparent experience for both internal users and the regulated community.

A.1.1. Goals and Objectives

· Modernized Permitting and Other Programmatic Workflow: Streamline end-to-end permitting and other programmatic processes-intake, review, tracking, approval, and issuance-while ensuring alignment with applicable statutory and regulatory requirements

· Unified Data Collaboration: Implement a unified system that integrates all program-specific databases and processes across IEPA programs, eliminating data silos and ensuring seamless data sharing, report creation, and access, and collaboration within the agency.

· Paper Process Elimination: Transition from manual and paper-based processes to digital systems to support electronic submission and review capabilities, improve operational efficiencies, enhance interactions with external parties, and reduce paper storage needs.

· Data Quality and Accessibility: Establish a sole source of truth, enhance data quality, and enable internal and external transparency. Provide real time data accessibility.

· System Adaptability: Support adaptability (without vendor support) to keep up with regulatory compliance and process changes as well as desired internal changes.

A.1.2. Key Measures of Success

· Improved ability to link program data with permitting, compliance, inspection, enforcement, regulatory and fiscal activities across the agency.

· Shortened permit and programmatic processing times through enhanced tracking, prioritization, and review transparency.

· Reduction in manual data entry and physical storage requirements.

· Enhanced accuracy in tracking permit application review status, enabling increased accountability, internal ability to prioritize reviews, and decreased permit review and issuance times.

· Increased data transparency between related programs, linking facility and permitting information with related inspection, compliance, and enforcement activities.

· Improvement in data accuracy and accessibility across the agency.

· Enhanced user experience for both internal and external stakeholders.

· Reduction in FOIA requests due to improved data transparency and accessibility. Reduction in FOIA response times due to ease of report generation.

· Improved strategic planning and decision making.

This procurement opportunity is ideal for Offerors with experience in system development and integration, electronic data management, and process automation, particularly within government or regulatory environments. The awarded vendor will help the IEPA improve upon its vision of a modern, efficient, and transparent agency that effectively protects human health and the environment by implementing statutory obligations, communicating and enforcing regulatory requirements, and supporting business growth alongside public engagement in Illinois.

A.2. DESIRED OUTCOMES OF THIS PROJECT/ENGAGEMENT

The following sections define the desired outcomes of IEPA for this RFP, including functionality for a new information management system technology solution that will replace the current legacy software tools and manual processes. The selected solution will provide robust support for the subsequent sections within A.2.

A.2.1. Business Functionality

The table below depicts the desired Level 0 and Level 1 business capabilities for the selected solution. Please refer to Attachment A — Traceability Matrix, worksheet 2 for more detailed information on desired business functionality and capability definitions.

· Level 0 Capability: Foundational — Comprises the major building blocks of the program and readily communicates “what” the business does. Consists of operational and support capabilities and requires further decomposition to see more clearly the specific things the business must be able to do in order to achieve its mission, goals, and objectives.

· Level 1 Capability: Strategic — Provides further granularity and has a direct hierarchical relationship with the Level 0 Capability.

BUSINESS FUNCTIONALITY

Manage Metrics & Operation Reports

Manage Customer Services

Data Sharing with State & Federal Agencies

Maintain GIS Data & Mapping

Manage Safety Training & Health Monitoring

Report On & Analyze Data

Store & Retrieve Data

Records Retention & Maintenance

Manage & Track Investigations & Inspections

Investigate Compliance Issues

Issue Notice of Violations / Fines

Monitor & Enforcement

Manage Cost Recovery

Manage Agency Grants & Rebates

Manage Federal Agreements

Perform Financial Reconciliation

Monitor Environmental / Energy Conditions & Risks

Manage Environmental & Energy Programs

Provide Self Service Resources

Manage Customer Transactions & Submissions

Manage Public Notifications & Outreach

Process FOIA Requests

Review Submission

Manage Decision on Submission

A.2.2. Technical Functionality

The table below depicts the desired technical functionality of the technical solution. Technical functionalities are represented in the same format used for business functionality, with Level 0 and Level 1 Capabilities. Please refer to Attachment A — Traceability Matrix, worksheet 3 for more detailed information on the desired technical functionalities.

TECHNICAL FUNCTIONALITY

Data Management and Integration

Financial Management

General Operations

Online Services & Public Engagement

Program & Project Management

Regulatory Processing

Availability & Performance

Compliance & Reporting

Data Integrity & Audit Logging

Disaster Recovery & Data Redundancy

Electronic Document Submission

Incident Management & Response

Regulatory Integration

System Updates & Change Management

User Training & Support

A.2.3. Services and Deliverables The table below depicts the scope of services and associated deliverables required to support the resulting contract of this RFP, aligned to Service Domains. Please refer to Attachment A — Traceability Matrix, worksheet 4 for more detailed information on each service domain and deliverable.

SERVICES AND DELIVERABLES

Baseline Project Schedule

Weekly Status Report

Monthly Executive Status Report

Configuration Management Plan

Data Entry Protocol

Role Based Access Control (RBAC)

Solution Design Document

System Security Plan

Data Validation & Reconciliation Plan

Data Migration Plan

Data Migration Strategy

Test Plans

Test Results Reports

Test Scripts, Test Cases, Test Scenarios, & Test Data

Training Curriculum & Materials

Training Report

Disaster Recovery Plan

Infrastructure & Solution Recovery Plan

Infrastructure Management Plan

Infrastructure Documentation

Post-Implementation Report

Successful Deployment Report

Plan of Action & Milestones (POAM)

Production Support Plan

Release Management Plan

System & User Documentation

As Needed Enhancement Plan

Final Acceptance Document

Knowledge Transfer Plan

Organizational Change Management (OCM) Effectiveness Report

Organizational Change Readiness Assessment Report

A.2.4. Vendor Roles To help secure the successful execution of the EIMS and resulting contract of this RFP, the following vendor roles, and their associated responsibilities and applicable qualifications have been identified. These roles are crucial to achieving the project objectives and maintaining high-quality service delivery throughout the contract term. Vendor roles have been divided into the two following categories:

· Primary Role: Mandatory roles which are required to be included in the Offeror’s proposal.

· Secondary Role: Highly desired roles which should be considered for inclusion within the Offeror’s proposal. IEPA acknowledges that each Offeror may have different titles for roles of similar responsibilities. However, for the purpose of this solicitation, please adhere to the titles provided.

VENDOR PRIMARY ROLES

· Make high-level decisions on project priorities, resource allocation, and risk management.

· Confirm adherence to IEPA policies, standards, and regulatory requirements.

· Minimum five (5) years of experience with IT implementations.

· Minimum of 5 years of experience with public sector implementations.

· Minimum 4 years of experience serving in a project executive role.

· Proven track record of success overseeing implementations of comparable size and scope.

· Provide expertise in the functional capabilities of the solution, ensuring it meets the functional needs of IEPA.

· Collaborate with stakeholders and project team members to gather and validate business requirements and desirables.

· Ensure clear communication and documentation so technical teams accurately understand and address state business requirements.

· Minimum three (3) years of experience in developing and implementing Environmental information or permitting systems.

· Understanding of environmental protection and energy efficiency regulations.

· Proficiency in business analysis and requirements gathering.

· Minimum of two (2) years’ experience serving as the Offeror’s functional lead implementing a similarly proposed solution and have served as the lead consultant (or similar role) for at least one (1) implementation.

· Drive alignment with project timeline and milestones.

· Drive system compliance with relevant regulations.

· Act as the primary liaison between vendor, IEPA leadership, assigned project manager, and Legal.

· Oversee the project budget.

· Coordinate with the IEPA Project Sponsors, other stakeholders, and project team members to support successful project delivery.

· Minimum 4 years of experience implementing systems of comparable size and scope.

· Strong leadership and communication skills.

· Knowledgeable in risk management and mitigation strategies.

· Must be a Certified Project Management Professional (PMP) by project start date.

· Must have a minimum of two (2) years working for the company implementing offered solution, including serving as the project manager for at least one (1) full life cycle deployment of the offered solution end-to-end.

· Ensure the solution protects sensitive data and confirm compliance with environmental regulations.

· Conduct regular security assessments and audits.

· Verify the compliance of all implementations with relevant environmental data standards and regulatory requirements.

· Minimum three (3) years of experience in security engineering.

· Knowledge of industry security standards (e.g., FedRAMP, CROMERR, NIST).

· Proficiency in conducting security assessments and audits.

· Confirm the solution meets all IEPA requirements and integrates seamlessly with other environmental information systems.

· Provide technical leadership and guidance to development teams.

· Confirm system compliance with relevant regulations

· Minimum seven (7) years of experience in solution architecture and system integration.

· Knowledge of environmental information or permitting systems and interoperability.

· Experience with technical leadership and project management.

· Knowledge of CROMERR and FedRAMP solution design.

· Experience serving as Offeror’s business architect (or similar role) for at least two (2) full life cycle implementations of the offered solution end-to-end.

· Manage the configuration, enhancement, and maintenance of all infrastructure for all environments, ensuring the solution's reliability and performance.

· Oversee technical teams and verify the technical solution aligns with the overall project goals and IEPA requirements and desirables.

· 5 years of experience in software development and system integration.

· Strong knowledge of infrastructure/hosting management and performance optimization.

· Experience with cloud platforms.

VENDOR SECONDARY ROLES

· Collaborate closely with vendor and client stakeholders to verify that the system meets their needs.

· Translate business requirements into technical specifications.

· Create an architectural design for migration.

· Plan the migration path from start to finish.

· Collaborate with the IEPA during system design.

· Confirm data security and integrity during migration.

· Support testing activities to support quality development of a system which meets the requirements of IEPA.

· Develop, implement, and maintain interfaces that enable data exchange between different environmental systems.

· Support testing activities to support quality development of a system which meets the requirements of IEPA.

· Develop, implement, and maintain all necessary interfaces to enable data exchange between different systems, including State and Federal systems.

· Facilitate seamless integration between all identified systems using relevant environmental data standards and protocols.

· Perform data mapping exercises to translate data from different systems into compliant formats.

· Manage escalated issues from Level 1 support.

· Perform advanced troubleshooting and diagnostics.

· Resolve more complex software issues.

· Provide guidance and support to Level 1 technicians.

· Escalate issues to Level 3 support if necessary.

Examples:

· Advanced Software Issues: Troubleshooting and resolving issues with software or configurations.

· Network Connectivity: Diagnosing and fixing network connectivity problems.

· System Performance: Investigating and resolving issues related to system performance, such as slowness.

· Serve as the system administrator, database administrator, and network administrator during M&O.

· Manage escalated issues from Level 2 support.

· Perform deep technical analysis and troubleshooting.

· Resolve complex software, hardware, and network issues.

· Work on system integrations and advanced configurations.

· Implement and test patches, updates, and upgrades.

Examples:

· Advanced Network Issues: Diagnosing and resolving complex network issues involving multiple systems and configurations.

· Application Support: Providing support for custom-built features and resolving issues related to their functionality.

· System Integration Issues: Troubleshooting and resolving issues related to system integrations and data flows between different data sources.

· Security Incidents: Investigating and resolving security incidents, such as malware infections or data breaches.

· Develop guides, desk references.

· Manage change initiatives to support smooth transitions and adoption of new processes and EIMS within the organization.

· Confirm that measures are taken and reported for continuous quality improvement.

· Manage the testing processes, including automated testing and test data, and oversee the vendor testing team and support of the IEPA's UAT testers.

· Develop and implement quality assurance strategies and test plans.

· Serve as the primary point of contact for communication and coordination of transition-in and transition-out activities with the IEPA, ensuring minimal disruption to business services.

· Oversee deployment activities and confirm successful implementation of new releases.

· Coordinate with the IEPA to facilitate online and classroom-based training for users, ensuring consistent system understanding between IEPA and Vendor staff.

· Provide ongoing support and resources for user training.

A.3. SCHEDULE & BUDGET

The table below outlines the estimated timeline for all procurement events. It is important that all Offerors understand this schedule is subject to change dependent on a variety of factors and it is the responsibility of the Offerors to monitor BidBuy for any potential changes.

SCHEDULE

A.4. UNIQUE CONSIDERATIONS

The following user stories are designed to convey to the Offerors some of the unique capabilities IEPA is seeking through this RFP. These narratives articulate specific needs and expectations of IEPA stakeholders, helping to align the future system with the operational goals and functional needs of IEPA. All user stories are aligned to Level 0 and Level 1 business capabilities as defined in Attachment A — Traceability Matrix, worksheet 1.

USER STORIES

Title: Accessible Information Repository for IEPA Site Data

Title: Automated Pre-population of Violation Notices with Legal Citations and Associated Findings

Title: Tracking Compliance Deadlines for Submittals

Title: Automated Generation of IEPA Performance Partnership Agreement Metrics

Title: Development of Unique Site Identifiers for Comprehensive Financial Tracking and Compliance

Title: Automated Generation of Rosters and Notifications for Past Due Permits and Filings

Title: Enhance Data Search and Analysis for Environmental Contaminants

Title: Generating Data on Agency Activities in Environmental Justice Communities

Title: Application Status Tracking for IEPA Applicants

Title: Application Submission Prerequisites for IEPA

A.5. TERM

A.5.1. TERM OF THIS CONTRACT: The contract resulting from this procurement will have an initial term commencing upon the last dated signature of the parties ending ten (10) years after the date of execution. 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.

Section B. CURRENT CONDITIONS

B.1. OVERVIEW & BACKGROUND

IEPA plays a crucial role in protecting the environmental quality of Illinois, balancing the state's social and economic needs. Its mission is to safeguard health, welfare, property, and quality of life for all Illinois residents. The agency focuses on key areas such as air and water quality, land protection, energy efficiency, and transportation electrification. IEPA's efforts are essential in maintaining and improving the state’s environmental standards, making it a vital partner for businesses, local governments, and the public. The agency currently uses a combination of manual processes and fragmented digital systems to manage their operational activities and environmental data. This approach has led to inefficiencies and difficulties in meeting regulatory requirements.

B.2. VOLUMES & QUANTITIES

IEPA currently supports approximately 800 internal users, 28,000 external users (comprised of regulated entities, consultants, defense bar, federal partners, local units of government, general public, advocacy groups, etc., including permitees, who interact with its systems. In addition, millions of Illinois residents access publicly available documentation and data published by the agency. The subsections below aim to provide Offerors with insights into the current landscape of IEPA's operations, including operational activities, software and tools, and databases and platforms. IEPA acknowledges that this initial information is limited and that the selected vendor will need to further validate IEPA’s current manual processes and digital systems to fully understand certain aspects, particularly concerning data volumes. The estimated data volume to be migrated from legacy systems is approximately 4 – 5 TB. Offerors are advised to consider this information to inform their proposals, understanding that addressing any knowledge gaps will be integral to the contract resulting from this RFP.

B.2.1. Operational Activities Recent assessments identified a total of 758 operational activities within the agency, which are executed through a combination of digital and manual methods. These activities are categorized as follows (please refer to section G.1. Glossary for category definitions):

· Permitting: 72 activities

· Reporting: 53 activities

· Processes: 165 activities

· Forms: 394 activities

· Workflows: 63 activities

· Governing Mandates: 11 activities

· FOIA Requests: ~4,500 annual requests

B.2.2. Software & Tools The above noted operational activities are supported by a total of 158 software and tools, comprising 16 commercial solutions and 142 homegrown applications. The following table provides a list of all known software and tools.

SOFTWARE & TOOLS

LIMS

B.2.3. Databases & Platforms The current environment consists of a diverse range of databases and platforms, including:

· Windows

· Web (.Net 8)

B.3. AREAS OF CONCERN/CHALLENGES

B.3.1. IEPA recognizes that successful implementation of a new solution requires addressing several key challenges inherent in its current operating environment. The following factors necessitate modernization and improvement:

· Reliance on Outdated and Fragmented: The agency’s reliance on outdated legacy systems presents a significant challenge. These systems create a fragmented environment with varied manual and digital processes. Multiple databases are at or near end-of-life, posing risks to business continuity. Legacy systems in the Bureau of Air are particularly critical and their failure could lead to operational risks.

· Operational Inefficiencies and Manual Processes: Operational inefficiencies stem directly from these fragmented systems and considerable reliance on manual processes, including heavy reliance on paper forms and manual data entry across various bureaus. With a high volume of operational activities across the agency, these manual dependencies hinder efficiency.

· Data Management and Accessibility Issues: Data silos across multiple disparate databases hinder efficient and effective data analysis, strategic planning, and decision making.

· Change Management: Staff are accustomed to established processes, including manual and paper-based workflows, and limited access to site or facility information, due to the lack of modern tools and a unified system.

· Regulatory Oversight: Siloed data management and manual reporting capabilities negatively impact IEPA's ability to efficiently track and report out on regulated parties’ compliance with various state and federal regulations.

B.3.2. The ACES database currently stores site and facility records. In the future, this will be stored in the FITS database.

B.3.3. There may be data quality issues (duplicates, inconsistent formats, missing fields) the vendor should plan to remediate.

B.3.4. ArcGIS is the only application that provide API’s. ArcGIS currently utilizes REST.

B.3.5. No blockchain storage currently in use. Want the ability to integrate with a blockchain solution in the future.

B.3.6. There are programs that may need to interface with USEPA systems, federal regulatory systems, and public reporting portals. These programs include, but may not be limited to: ICEMAN, Oracle, Access, Word, Excel, ACES, Compliance Tracking, DocuWare, Google Earth, Google Chrome, Edge, and Adobe.

B.4. STRENGTHS

B.4.1. IEPA possesses several key strengths that provide a solid foundation for successful implementation of a new solution.

· Experienced and Knowledgeable Staff: IEPA benefits from knowledgeable staff who are experienced in managing complex environmental data and regulatory requirements. These employees possess deep institutional knowledge of the various programs and processes.

· Existing Data and Historical Records: IEPA holds a wealth of historical data that can be leveraged in the new solution. This data represents decades of environmental monitoring, permitting, compliance, and enforcement history. The Agency’s records retention obligations vary depending on the substance of the documents and generally range from 10 years to permanent retention. The records retention obligations and disposal requirements/process should be addressed as part of the implementation and should be capable of permanent retention. There should be no automatic destruction dates at any intervals, regardless of the records retention period that may be applicable, because external approval is needed before the Illinois EPA can dispose of any records, whether hard copy or electronic.

· Commitment to Modernization and Transparency: The initiation of the EIMS project itself demonstrates the agency's proactive commitment to improve upon its vision of a modern, efficient, and transparent agency that effectively protects human health and the environment by implementing statutory obligations, communicating and enforcing regulatory requirements, and supporting business growth alongside public engagement in Illinois .

B.4.2. IEPA currently utilizes a PCI-compliant payment processor, ePAY at magic.collectorsolutions.com.

B.4.3. DoIT utilizes Azure API Management.

B.4.4. IEPA will provide pre-migration data cleansing, deduplication, and validation.

B.4.5. IEPA usually receives documents in digital form.

B.4.6. OKTA integration is the only required security or identity integration for DoIT.

B.4.7. Types of files, templates, and records include, but may not be limited to: Adobe PDF, Word, and JPEG formats.

B.5. FIGURES, DIAGRAMS, & REFERENCE DOCUMENTS

· Attachment B – Illinois Cost Workbook

· Attachment C – Bureau of Air Operating and Construction Permit Table Fees (in BidBuy)

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 the State of Illinois Information and Technology

· Commitment to Diversity

· BEP Utilization Plan

· Attachment A – Traceability Matrix

· Attachment B – IL Cost Workbook 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.

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 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:

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.

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.

: “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.

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 one week after the solicitation is posted. 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.

Webinar topic:

Environmental Information Management System (EIMS)

Date and time:

Monday, March 9, 2026 11:00 AM | (UTC-06:00) Central Time (US & Canada)

Register link:

https://illinois.webex.com/weblink/register/r287df3d0116019332e1b5132ba7dfe30

C.8. SMALL BUSINESS SET-ASIDE

In the Bulletin posting, if “Yes” is shown to the question “Is this a Small Business Set-Aside Procurement?”, then Offeror must be registered by the Illinois Small Business Set-Aside Program at the time Offers are due for the Offer to be evaluated. For requirements on qualifying Offeror’s business in the Small Business Set-Aside Program, please go to the Chief Procurement Office for General Service’s website at https://cpo-general.illinois.gov/sell-2-illinois.html .

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 two weeks after the solicitation is posted. The NIGP codes below were used to establish this goal.

BEP Goal: 11% NIGP Codes: 208-54 Internet, Website and Mobile Application Development Software; 208-80 Software, Microcomputer (not otherwise classified; 209-54 Internet, Website and Mobile Application Software; 918-29 Computer Software Consulting; 918-71 IT Consulting; 920-05 Application, Infrastructure, Hosting and Cloud Computing Services; 920-40 Programming Services 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. SECURITY

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.11. TERMS AND CONDITIONS

Information and Technology Standard Terms and Conditions will become a part of any resulting contract.