B-34795 5 19 2023 Q and A.docx

Illinois Department of Central Management Services

JPMC COST ALLOCATION REPORTING AND RATES

23-416CMS-BOSS4-B-34795

Questions and Answers Friday, May 19, 2023

hours to complete each SWCAP Statement of Work (SOW) identified in the IFB?

Q13 Section A.10, pg. 13. This section states that the contract must be signed. Is this a binding agreement? Does the State intend to negotiate with the awarded vendor?

A13 Yes, this is an IFB solicitation, where part of the bid responsiveness is the return of the Contract section of the solicitation with requested signature processing, completed. The process of signature on an IFB is considered binding once a contract is awarded to a signing party by full contract execution (signature on behalf of both parties). This is an IFB solicitation, where additional considerations may be negotiated for any Exceptions provided (proposed changes and or additions) to the Standard Terms and Conditions in Section 4. The negotiation you are referring to is not applicable to the procurement method, for this solicitation.

Q14 Per Section A.23.1.7, pg. 18., Where in the response should bidders provide resumes? How are resumes weighted in the evaluation?

A14 Bidders can submit resumes as PDF attachments in addition to (included with) their contract Packet 1. Resumes will be reviewed to confirm the requirements for Section 1.5 are met. Again, this solicitation method is an IFB, weighting and evaluation in the terms as stated in the question above are not applicable.

Q15 Section A.23.2, pg. 18. The State is partially basing the award on a bidders’ capability to perform the requirements and who has the integrity and reliability that will assure good faith performance. Where in the response are bidders to demonstrate their responsibility? What factors will the State use to evaluate this? Are the factors weighted and, if so, what is the weighting?

A15 This is an IFB solicitation, as such an internal review of bidders’ company standing is processed to determine responsibility and good standing financially. As stated in the referenced section, multiple factors are reviewed including verifications of disclosures, outstanding debt delinquency, and the like as stated, therein. This is an IFB solicitation, weighting as referenced in your question is not applicable for this solicitation.

Q16 Per Section A.23.2.2, pg. 19. The State may evaluate responsibility based on “…past performance in business or industry, references…” Where in the response are bidders to discuss past performance and/or provide references? How many references are required? What is the time limitation of referenced projects (3 years, 5 years, etc.)? What information is required?

A16 This is an IFB solicitation, as such an internal review of bidders’ company standing is processed to determine responsibility and good standing financially. As stated in the referenced section, multiple factors are reviewed including verifications of disclosures, outstanding debt delinquency, being debarred, and or procurement suspension, and the like as stated, therein. References are not required for this solicitation.

Q17 Contract Section 1.5.1, pg. 14. The state clarified on the pre-bid conference call that at least one of the proposed job titles is required to be a licensed CPA. Since the SWCAP and CAP are focused on Federal statutes and regulations, would the state consider modifying the requirement for the CPA to be licensed by states other than Illinois?

A17 Professional CPA licenses which are applicable (valid) in Illinois are permitted for bid consideration.

Q18 Contract Section 2.1.2, pg. 27. States, “Pricing shall be submitted in the following format: Per the Unit of Measure in BidBuy items tab.” There are 9 fields of staffing presented for each 2-year period of the quote. What is the impact of not proposing rates for all 9 positions? Will that allow for a lower measure of pricing?

A18 Bidders can select no bid on line-items for which they do not have an applicable position for bid or may offer an alternative title for a comparable (service related) title required for services under this contract. By selecting “no bid”, you notify the bid review, of the lack of need for that position for your company, there is no penalty.

Q19 Can the State describe the process they used to assign a fixed number of hours to each staffing entry?

A19 Service quantities established to develop the Bid solicitation are estimates created to provide a calculated (qty) base number for every category for bid response requested. This method allow bidders to provide their costs per unit of measure for comparative costs evaluation (analysis), including total bid cost.

Q20 The number of hours presented on the quote screen for each staffing entry are the same for the 2-year period in years 1-2, 3-4, and 5-6. However, the hours presented for years 7-8 appear to be significantly different from the earlier years. Do the hours reported for years 7-8 need to be corrected on BidBuy?

A20 No, quantities on the bid are general (non-specific) and are created to establish a base quantity for cost comparisons of bid quotes.

Q21 Can the State describe their methodology for evaluating the proposed hourly rates in combination with the fixed hours in determining the winning bid?

A21 The State reviews the bid quote costs provided by each bidder and compares these quantities with other bids received to determine lowest cost, per responsive and responsible bidder. In reference to the answer provided in A19 of this document, general quantities area established for a baseline (common variable) establishment to allow for bid quote comparative analysis.

BidBuy is the procurement system used by the State of Illinois. You will need to go to the website and register your company. https://www.bidbuy.illinois.gov/

· Illinois Procurement Gateway: https://ipg.vendorreg.com/ Business & Directory Information, registration and certifications.

· Illinois Department of Human Rights Public Contracts Number: If your company employs fifteen (15) or more full time employees, the IDHR number

· must be registered as the offeror or bidder name, not the parent company: and

· must be current or show proof of application prior to the bid opening date or

· show proof of a renewal application prior to the bid opening date. https://dhr.illinois.gov/

· Secretary of State Authorized to do Business in Illinois: The offeror or bidder (not parent company) submitting a proposal must be a legal entity and authorized to transact business in the State of Illinois by the and certified in good standing. https://www.ilsos.gov/

· State Board of Elections: The Illinois Procurement Code prohibits political contributions of certain vendors, bidders and offerors. Offeror or bidders submitting a proposal must have an active registration with the State Board of Elections under their name, not a parent company. https://www.elections.il.gov/

· Financial Disclosures and Conflicts of Interest:

Offerors or bidders interested in submitting proposals will need to complete these forms using either Forms A or IPG Active Registered Vendor Disclosure, which are attached to the solicitation within the Bulletin.

· IPG Active Registered Vendor Disclosure (if applicable): are for those offerors or bidders who have a valid registration and expiration date with the State of Illinois on the Illinois Procurement Gateway (IPG). Offeror or bidders are encouraged to register on the IPG and upload these forms electronically on an annual basis.

OR

· Vendor Disclosure (if applicable): must be completed by any offeror or bidders who are not registered on the IPG

· The offeror or bidder submitting a proposal or bid must complete all nine (9) steps for their company;

· All parent companies must each have a separate set of disclosures and conflicts of interest.

· Taxpayer Identification Number (TIN): To be completed by the offeror or bidder submitting the proposal, or Entity Identification Number (EIN) or Federal Entity Identification Number (FEIN) or Social Security Number (SS#).

· Business Enterprise Program: If you qualify as a BEP Offeror or bidder or VSBP Offeror or bidder, you should go to Diversity Compliance and register there.

https://cei.illinois.gov/business-enterprise-program.html

· Small Business Set Aside: If you qualify as a Small Business Offeror or bidder, you should go to the Illinois Procurement Gateway and register there. https://ipg.vendorreg.com/