Addendum No 4_WBPMIS 23-0144-.pdf

ADDENDUM # 4 Contract # 23-0144 WBPMIS Consulting Services

ADDENDUM #4

RFP

Contract # 23-0144

Web Based Program Management Information Systems Consulting Services

(WBPMIS)

BidBuy Reference: 24-557THA-ENGPF-B-40664 Proposal Opening Date: As Published in BidBuy

Please be advised of the following updates to the above-named solicitation:

I. The Request for Proposal (RFP) Document has been updated and replaced in its entirety with the following file RFP:

23-0144 RFP Document_WBPMIS Consulting Services_ v.24.3_ 09172024-v2

II. Attachment B Pricing Workbook-Excel spreadsheet added for pricing calculations only, as file name: Attachment B-Pricing Worksheet- V2 has been added as a guide to assist vendors.

Offeror shall submit pricing in the Quote Items Tab on BidBuy.

Note: any pricing entered in the Unit Cost of the Items Tab will be locked until after Technical and Commitment to Diversity Evaluations are complete. 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.

III. Frequently Asked Questions:

Q 1. Do I have to be registered with the Board of Elections prior to bid submission?

Answer: Yes, State Board of Elections requirement: Any Bidder with bids/proposals, including this submission, or current contracts totaling over $50,000.00 must be registered with the Board of elections https://www.elections.il.gov/

Q 2. Do I need to be registered with the Secretary of State if I am registered in my own State?

Answer: Bidder must be legal entity at time of submission but must be registered with the Secretary of State for Illinois prior to contract execution, unless bidder is exempt under Business Contracts Act. https://www.ilsos.gov/departments/business_services/home.html

Q.3: Do I need to have an IDHR number?

Answer: Yes, Bidder 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

IV. Vendor Questions/ Answers For RFP WBPMIS: The following are questions received to date from Vendors and responses from the Illinois Tollway pursuant to the question-and-answer portion of the above-mentioned solicitation. The Illinois Tollway has provided its answers accordingly.

Q1. There were several integrations identified in the RFP and slide 19 of the pre-proposal presentation. Can you identify which system integrations are currently in place and which are future integrations and approximate timing of when the those are desired?

ANSWER: See revisions to Section B. CURRENT CONDITIONS of the revised RFP document.

Q2. Please describe the Catapult system? Is this a commercial software product or custom built for the Tollway Authority for specific functionality? Please provide details.

ANSWER: Catapult is a Microsoft Access-based database used by the Tollway to capture project and contract information.

Q3. Please provide more details on the IROW such type of database, integrations with other systems like ArcGIS? Any workflows, etc.

ANSWER: The Tollway's PMIS application does not currently interface with IROW or ArcGIS.

Q4. The Authority indicated that if a BEP is self-performing the work, they have to have each of the 4 NIGP codes listed in their profile. Will the Authority considering adding additional NIGP codes to the requirements? We have the following NIGP codes in our profile which appear to meet the needs of this RFP. Would the Authority allow these codes to meet the requirements of the NIGP codes listed in the RFP?

NIGP 92045: SOFTWARE MAINTINENCE AND SUPPORT SERVICES

NIGP 92064: SYSTEM IMPLEMENTATION AND ENGINEERING SERVICES

92064: SYSTEM REQUIREMENTS QUALITY ASSURANCE REVIEW

NIGP 92075: TECHNICAL WRITING AND DOCUMENTATION, IT SERVICES

NIGP 92091: TRAINING, COMPUTER BASED, SPFTWARE SUPPORTED

ANSWER: The current NIGP codes for this RFP are 92064; 92536; 95877; 20968.

Please visit the following links for guidance:

Forms for requesting revisions to published NIGP codes.

https://cpo-general.illinois.gov/vendor-resources.html State of Illinois Commission on Equity and Inclusion (Including Notices) https://cei.illinois.gov/about-the-commission/legislative-references.html Virtual Networking Opportunity https://us06web.zoom.us/meeting/register/tZUuf- GrrDMsH9YTbWwweQVGX0vOe8KaHLLy?_x_zm_rtaid=EBIuGEXxTUuGUlXzc2jlMg.172658 1128045.9220ab35869ab4acf29b95189c10b406&_x_zm_rhtaid=794#/registration BidBuy Vendor Information https://www.bidbuy.illinois.gov/bso/ utilizing the advanced tool/vendor https://cpo-general.illinois.gov/vendor-resources.html https://cei.illinois.gov/about-the-commission/legislative-references.html https://us06web.zoom.us/meeting/register/tZUuf-GrrDMsH9YTbWwweQVGX0vOe8KaHLLy?_x_zm_rtaid=EBIuGEXxTUuGUlXzc2jlMg.1726581128045.9220ab35869ab4acf29b95189c10b406&_x_zm_rhtaid=794%23/registration https://us06web.zoom.us/meeting/register/tZUuf-GrrDMsH9YTbWwweQVGX0vOe8KaHLLy?_x_zm_rtaid=EBIuGEXxTUuGUlXzc2jlMg.1726581128045.9220ab35869ab4acf29b95189c10b406&_x_zm_rhtaid=794%23/registration https://us06web.zoom.us/meeting/register/tZUuf-GrrDMsH9YTbWwweQVGX0vOe8KaHLLy?_x_zm_rtaid=EBIuGEXxTUuGUlXzc2jlMg.1726581128045.9220ab35869ab4acf29b95189c10b406&_x_zm_rhtaid=794%23/registration https://www.bidbuy.illinois.gov/bso/%20utilizing%20the%20advanced%20tool/vendor

Q5. Are the following data integrations currently existing and need to be maintained, or do some of the data integrations need to be implemented? - Cartegraph - CAD - Field Data- Bluebeam - SAP – CEPS

ANSWER: See response to Question 1.

Q6. Legacy Systems are mentioned under Data Integration. What are those legacy systems providing? Is there a place to sunset the Legacy System data integration?

ANSWER: See response to Question 2 and revisions to Section B. CURRENT CONDITIONS of the revised RFP. There is no plan in place to sunset these systems.

Q7. Is there a preference for where the work is performed for this project or any restrictions.

ANSWER: No. See Sections A.1. OVERVIEW AND PURPOSE On-Site/Off-Site and

A.2. DESIRED OUTCOMES OF THIS PROJECT/ENGAGEMENT MILESTONES AND

DELIVERABLES: of the RFP:

Q8. Can you estimate how many onsite ( Downers Grove) events will be annual?

ANSWER: See Sections A.1. OVERVIEW AND PURPOSE On-Site/Off-Site and A.2.

DESIRED OUTCOMES OF THIS PROJECT/ENGAGEMENT MILESTONES AND

DELIVERABLES: of the RFP.

Q9. Illinois Tollway is a current [software] client and [company name] does design and construction management work for Illinois Tollway as well. Would [company name] be precluded from this type of work if we were awarded a contract for this WBPMIS solicitation or if [company name] is a subcontractor on a team that is awarded a contract for this WBPMIS solicitation?

ANSWER: No. See revisions to A.2. DESIRED OUTCOMES OF THIS PROJECT/ENGAGEMENT MILESTONES AND DELIVERABLES: for more information.

Q10. Could you please confirm if this project will be executed entirely remotely?

ANSWER: See response to Question 8.

Q11. I’m reaching out on behalf of [company name] to inquire if there will be an extension to the Web Based Program Management Control System Consulting Services-WBPMCS RFP due date as it is now the same as the updated questions due date (9/18/24).

ANSWER: The due date has been revised as Published in Bid buy. Any additional changes to this date will be published in BidBuy 24-557THA-ENGPF-B-40664

Q12. I just wanted to quickly ask if the official due date for the entire response is also due on the 18th (same day as the questions) or if the final due date is planning to be pushed back?

ANSWER: See response to Question 11.

Q13. I see the question period for RFP 23-0144 WBPMIS has been extended to September 18. This is also the official due date for the RFP response from vendors. There are no updates to the BidBuy portal regarding the RFP due date. Will the due date be changed as well?

ANSWER: See response to Question 11.

Q14. We kindly request a 2-week extension because the new questions submission date and time now match the RFP submission date and time deadline of Sept 18th, 2024, 10am CT

ANSWER: See response to Question 11.

Q15. B1 Volumes and Quantities, The RFP does not provide any information on how pricing should be calculated. Could you please provide additional details?

ANSWER: See revisions to B.2. VOLUMES & QUANTITIES in the RFP. Lines in bid buy have been updated for pricing calculations. Attachment B-Pricing Workbook is available in bid buy for calculation purposes only-initial term. See Section F.6. of the RFP document for pricing format.

Q16. Can the due date be extended by two (2) weeks to accommodate the question extension? Otherwise, we will be responding without having clarification on critical components of the RFP.

ANSWER: See response to Question 11.

Q17. In the pre-conference meeting, it is mentioned that the Tollway is looking to expand the use of Unity Connect to other departments (in addition to Engineering) and using additional modules/applications. Can you please provide clarity and if that scope is included in the RFP or is in addition to this scope?

ANSWER: Consideration of usage/module expansions are considered included in the RFP Scope by reference to the estimated hours.

Q18. For Section B. Current Conditions / B.1 Overview & Background - What is the expected duration of the collaborative transition period to assume the responsibilities of the contract by the Tollway?

ANSWER: Proposers should estimate for a four-to-six-month transition time.

Q19. The RFP requires we submit financial statements for the last 3 years. As we are a privately held corporation, we consider the requested financial information as confidential. Can we include a statement of good standing and have this be provided if/when a contract is awarded?

ANSWER: Financial Disclosures are required for this RFP per Illinois Procurement Code 30 ILCS 500/50-35. Failure to include this information will result in the submittal being deemed non-responsive. Financial Disclosures will not be shared with any unauthorized personnel.

Q20. For Section F.3 Mandatory Requirements Without Evidence: we want to confirm that since the table includes “N/A”, we can exclude this from the response.

ANSWER: Correct.

Q21. Please clarify if the due date has been extended since questions are now not due until 9/18.

ANSWER: See response to Question 11.

Q22. As an MBE/DBE/BEP firm do we need to complete a BEP Utilization Plan for ourselves if we are submitting a proposal as the prime contractor? The BidBuy posting indicates whether this solicitation contains a goal to include businesses owned and controlled by minorities, women, and persons with disabilities. If this solicitation contains a goal, then failure to complete and submit a Utilization Plan, including documentation demonstrating good faith efforts when requesting a waiver, shall render the Offer non-responsive. 30 ILCS 575/4I.

ANSWER: Yes.

Q23. The RFP seeks at least 1 of several NIGP codes that are listed for VBP including 92536- Engineering Services Not Classified.90740: Engineering Services, Non- Licensed (Not Otherwise Classified), Including Consulting is virtually the same and includes consulting. Can 90740 be used instead of 92536?

ANSWER: See response to Question 4.

Q24. There are two documents posted as Forms A. Can you please let us know which Forms A needs to be completed as both have “formerly” in the title? Is there a new “Forms A” that should be available? a. Vendor Disclosure-(formerly-forms-a)-v.24.1 (1)~1.docx b. Vendor Disclosure-(formerly-forms-a)-v.24.1 (1)~2.docx

ANSWER: The forms are Vendor Disclosure v.24.1 (Formerly Forms A) or IPG Active Registered Vendor Disclosure v.23.1 (Formerly Forms B); both can be accessed on the Chief Procurement Office (CPO) website:

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

Q25. Section F Proposal Forms In the items tab on BidBuy, we are seeing spaces to enter a value for items 1.0, 2.0, and 3.0 but no descriptions or details are provided for what is being priced. Could the state please clarify.

ANSWER: See response to Question 15

V. Proposals Due Date is as Published in Bid Buy:

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BIDDER MUST ACKNOWLEDGE RECEIPT OF THIS ADDENDUM IN

SECTION B.2 – ILLINOIS TOLLWAY, ACKNOWLEDGEMENT OF

AMENDMENTS.

ALL REVISIONS INSCRIBED HEREIN WILL BE

INCORPORATED INTO THE BID SPECIFICATION PER

ADDENDUM # 4

I L LI N O I S T O LLWA Y

2700 Ogden Avenue │Downers Grove, IL 60515 │ Phone: 630.241.6800 │TTY: 630.241.6988 www.illinoistollway.com http://www.illinoistollway.com/