Amendment 1 Vendor Questions~1.docx

IDOC – Dixon ICI Eyeglass Frames, Clear and Security IFB Bid #B-29993 Amendment #1 Response to Vendor’s Questions to Invitation for Bid

Below is the response to the questions that IDOC has received regarding the above Invitation for Bid:

1. BEP Utilization Plan seems to be a new feature and may not apply to our company, is that true? If so, where do we indicate that it is not applicable? You must submit a BEP Utilization plan. Please read the instructions in the BEP Plan and visit www.cms.diversitycompliance.com to search active BEP vendors registered with NIGP 625-26. If you have questions. Please reach out to BEP Liaison, Jacenta Wilson or Harry Reinhard, Compliance Manager for assistance. **Jacenta Wilson made note for the record that Harry Reinhard should be contacted for BEP questions. His contact information is Harry.reinhard@illinois.gov. 312-814-3188.

2. The signed contract requested to be uploaded is this something we have to create. Or where do I find it on the forms? The contract document is part of the Invitation for Bid (IFB) attachment in BidBuy.

3. Warranty and replacement policy, do we have to create one or is it found somewhere in the text. Please provide a document that explains the warranty on the products you are offering and the process for handling warranty issues.

4. On the Offer the form is requesting (upload completed offer with authorized signature), which I do not understand. The Offer is in section 2 of the IFB document.

5. Frame image and sizes, the form is requesting, is this necessary? Yes, include a picture of the frame you are offering and the sizes it is being offered in. Identify which line of the Bid the picture is representing. From the offers received, we may then ask for samples to make sure they are quality and that they work in our lab.

6. It is obvious many of these questions do not apply to our company, but the form states (Failure to complete and upload will result in disqualification). The Bid procedures and procurement rules apply to all vendors. Please make sure to follow the instructions in the Bid documents.

7. Will there be multiple entities that are awarded the bid? That is possible, yes.

8. We are a vendor that has been providing Illinois with frames for 20 years, but are not BEP Certified? You are required to submit a BEP Utilization plan either as the Prime BEP vendor or utilize subcontractors as defined in the BEP plan to meet the goal.

Harry Reinhold spoke regarding BEP Utilization Plans during the Pre-Bid Conference on 7/15, the information presented is below. A recording of the meeting is available if requested.

We know there is a goal on this procurement and what that means is that the Prime must meet the goal. There are 2 ways to do that. There is a goal on the contract and you are required to submit a utilization plan. It must be submitted. Failure to submit a plan or submitting a blank will be deemed unresponsive.

You must complete this plan because there is a goal. There are 2 ways to meet the goal. You made it by being a Prime contractor or you meet the goal by subcontracting.

On the first page you put the solicitation number, the goal on this procurement is 11%. The three boxes that follow define how you are going to address the goal.

Box 1 means you are a certified BEP Vendor.

Box 2 means you are going to use subcontractors, one or more, that is up to you.

Box 3 means you cannot meet the goal at all or only part of it. Then you have to submit what’s called good faith effort.

You must check one of these boxes and must sign at the end of the sheet.

If you checked box 1, you have completed the document.

If you are not BEP Prime and checked box 2 or 3, You are going to subcontract and there is a thing called a participation agreement. This is for you, the Prime and the Sub to complete. One participation agreement per subcontractor. Nothing is to be left blank on this. You must define the percentage of the 11% goal each subcontractor will handle. What scope of work is the subcontractor providing? This needs to be signed by both the Prime and the Sub.

There is a lot of information and I suggest you read the plan. There are extra things about good faith efforts and other resources available at www.cms.diversitycompliance.com.

If you are not certified, you will look up and contact all the BEP vendors registered under NIGP 625-26. Document your conversations with each subcontractor. If you are unable to use a subcontractor, note why an agreement can’t be made. This is your good faith effort. The form needs to be completed. We want copies of your emails and return emails. We will duplicate good faith efforts to make sure due diligence was done.

To search on the website, uncheck Veterans as there is no Veterans goal. Look up commodity code 625-26 for eyeglasses, identify you are not a robot and search. There are 4 BEP vendors, all 4 of these vendors must be contacted. The site provides contact information, addresses, phone numbers and certification types.

If you are eligible to be BEP certified, we can expedite your certification. Or if you work with someone who is eligible to be certified we can expedite their certification.

If you have further questions regarding BEP contact Harry Reinhard at harry.reinhard@illinois.gov