B-43531 ADCRC Public Relations RFP dated 12-4-24.docx

CENTRAL MANAGEMENT SERVICES (CMS)

Request for Proposal

AFRICAN DESCENDANT CITIZENS REPARATIONS COMMISSION (ADCRC)

PUBLIC RELATIONS (PR) SERVICES

24-416CMS-BOSS4-B-43531 – Dated 12/4/24 Section A. SCOPE OF WORK

A.1. OVERVIEW AND PURPOSE

The African Descent-Citizens Reparations Commission (ADCRC) needs to engage the African-Descent-Citizens of Illinois through multiple channels and organizations to drive in-person and virtual attendance of the commission’s public hearings, commission website traffic, social media impressions, and survey responses. The ADCRC is authorized by 20 ILCS 405/405-540 and is charged with surveying the State procurement process to make recommendations, hold meetings, provide reports, and discuss and perform actions concerning:

· Preservation of African American neighborhoods and communities

· Building and developing vocational centers for People of African Descent-Citizens

· Ensuring proportional economic representation in all State contracts

· Creation and enforcement of an Illinois Slavery Era Disclosure Bill The ADCRC seeks professional public relations expertise to leverage community relationships and organizational alignments to engage broadly with the African Descent-Citizen community across the State. The ADCRC requires strategic public relations and communications support services to assist in facilitating community outreach and public engagements.

A.2. DESIRED OUTCOMES OF THIS PROJECT/ENGAGEMENT

The ADCRC seeks to impact communities, create relevant conversations, and engage public participation through strategic forums about reparations which are scheduled to be held throughout the State of Illinois. Successful facilitation of this project for community outreach will be determined by volume and or gain of approximately 200 to 500 persons in attendance at these events scheduled events collectively as virtual and in person attendees at these public events. The ADCRC seeks the addition of 5000 to 10000 email addresses for survey respondents in outreach provided through the ADCRC website. Vendor support services required for this project’s outcomes are as follows:

· Community Organization Outreach Campaigns

· Social Media Campaigns

· Public In-Person Event Attendance

· Radio Campaigns

· Television Campaigns

· Virtual/Live Stream Attendance

· Email Distributions of Promotional Engagements

· Working with/for State of Illinois (i.e., CMS, Civil Service Commission, other commissions)

A.3. SCHEDULE & BUDGET

Revised Budget

A.4. UNIQUE CONSIDERATIONS

The Vendor selected will be required to collaborate with multiple State communications departments. All external communications will require prior approval before provision to the public.

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 for 24 months. 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 the following term(s): Not to exceed 12 months.

· Renewal #1: One Year (12 months) following the initial term.

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.

A.6. REFERENCES

A.6.1. |X| Yes |_| No. If “Yes” is marked, Offeror must provide references from established private firms or government agencies other than the procuring Agency, who can attest to Offeror’s experience and ability to perform the contract that is the subject of this solicitation. Offeror must provide the name, contact information and a description of the supplies or services provided using the References form found in Section G.2 State of Illinois References.

A.6.2. Type of References: preference of governmental references and/or project in similar size and scope.

A.6.3. Number of References: 3

Section B. CURRENT CONDITIONS

B.1. OVERVIEW & BACKGROUND

Currently, ADCRC in conjunction with the communications department and governor’s office are collaborating to prepare for public forums. The ADCRC regularly hosts subject matter experts during the bi-monthly commission meeting to gain important information on topics, statistical data and historical background of significance, directly impacting this socio-economic group of citizens.

The ADCRC seeks to engage the target audience, African-Descent-Citizens of Illinois, through multiple channels and organizations to drive in-person and virtual attendance of the commission’s public hearings, commission website traffic, social media impressions, and survey responses.

The ADCRC must engage and collect the lived stories of the African Descent-Citizens from across the entire State to document harms done to the community for the purpose of proposing recommendations for reparations and programs to ensure parity, equity, and equality.

The public relations activities sought under this solicitation will encompass, but not be limited to, media outreach, media content development, content writing, special events management, interview preparation, videography, and engagement management.

B.2. VOLUMES & QUANTITIES

The ADCRC will conduct an estimated nine (9) public forums across the State of Illinois initially for the purpose of open discussion and documentation of the past, present, and future incongruities in equality experience by the African Descent-Citizens in Illinois since the State’s inception to current day.

These hearings are essential in collecting first person and descendant accounts of disparity while also giving expert presenters the venue to educate the public on inequalities.

Additional hearings may be added to discuss and evaluate potential recommendations for reparations and programs to ensure parity, equity, and equality.

The Offeror would assist the ADCRC in developing new or adjusting current core messaging.

The message developed will be the base for various project milestones including the successful completion of the estimated nine (9), statewide public engagement opportunities.

B.3. AREAS OF CONCERN/CHALLENGES

Working Partnership: The ADCRC, Illinois Office of Communication and Information (IOCI), and Governor Office of Communications (GoComms) agree to the following – The ADCRC and CMS ADCRC Coordinator will collaborate and provide necessary inputs to the offeror to produce communication deliverables to the public. These communications must be approved by GoComms, and those deliverables will be routed from the ADCRC or offeror through the ADCRC Coordinator. Each department will be responsible for the following tasks:

· ADCRC Responsibilities:

The ADCRC will plan the public hearings including date, time, location, topics covered, and expert speakers and instruct/approve the content of campaign communications.

· IOCI Responsibilities:

The IOCI will plan, create, and disseminate press releases, design social media campaign content, and along with CMS maintain the ADCRC website. IOCI will also coordinate submission and approval of campaign content between GoComms and the offeror.

· GoComms Responsibilities:

The GoComms office will approve all campaign communications to the public.

B.4. STRENGTHS

The ADCRC was established with a well-developed program purpose under 20 ILCS 405/405-540. Since inception the commission has built various community contacts, and networks including applicable public and academic speaking resources.

B.5. FIGURES, DIAGRAMS, & REFERENCE DOCUMENTS

B.5.1. In Section G, Offerors will find the References document for this proposal. Offerors are required to submit three (3) References documents with their proposal, completed by a prior client being either a business, governmental unit, or a certified Not for Profit Agency.

B.5.2. Name: Map of hearing/forum zones B.5.3. Name: Attachment A—Illinois Compiled Statutes (20 ILCS 405/405-540) Reparations Authorizing Statute

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

· Offer to State (Including Subcontractor Disclosure and Where Services are to be Performed, found in BidBuy Attachments.)

· Technical response

· Commitment to Diversity

· References

· 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.

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 December 16, 2024, Close of Business. 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 will conduct a Non-Mandatory Pre-Submission Conference, listed in the “Pre-Bid Conference:” field of the BidBuy posting. Please refer to BidBuy for this information.

Join from the meeting link https://illinois.webex.com/illinois/j.php?MTID=mdb42b7c3fdcc4245718c36f76783933f

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 December 16, 2024, Close of Business. See the Utilization Plan for NIGP codes used to establish this goal.

BEP Goal: 8% See the Utilization Plan for NIGP codes used to establish this goal:

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: $Enter amount or 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

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.

EVALUATION PROCEDURES

C.12. 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.

C.13. 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.

C.13.1. 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.

C.13.2. Subcontractor Disclosure: If the Offer includes any subcontractors, then Offeror shall complete the Subcontractor Disclosure section of the Offer to the State of Illinois.

C.13.3. 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

C.13.4. If completing Vendor Disclosure, required parts may include and may not be limited to:

C.13.5. 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.

C.13.6. 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.

C.14. EVALUATION METHODOLOGY

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

C.14.1. Total Number of Points Available for Technical Requirements is: 365.

C.14.2. Offeror shall complete and return Sections F.2., F.3, and F.4.

C.14.3. Relative Weight in Point Format

C.15. 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.

C.15.1. The total number of points for Commitment to Diversity is 73.

C.15.2. Offeror shall complete and return Section F.4 Commitment to Diversity

C.15.3. 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. 10% % of individuals in management /supervisor positions out of all staff who identify as women, minorities, or person with disabilities. 13% % of total staff who identify as women, minorities, or person with disabilities. 12%

C.16. 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.

C.16.1. The total number of available points for Technical and Commitment to Diversity is 438.

C.16.2. A minimum of 307 of the available (Technical and Commitment to Diversity) points is required for price evaluation and award consideration.

C.17. 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.

C.17.1. The total number of points for Price is 132.

C.17.2. The State will determine Price points using the following formula:

Maximum Price Points X (Lowest Price/Offeror’s Price) = Total Price Points

C.18. MAXIMUM AVAILABLE POINTS

The maximum number of points is 365 (Technical) + 73 (Commitment to Diversity) + 132 (Price) = 570 maximum available points.

Section D. ADMINISTRATIVE REQUIREMENTS

D.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

D.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.

D.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.

D.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.

D.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].

D.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).

D.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.

D.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.

D.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

D.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:

D.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.

D.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 matters relating to the offeror’s ability to deliver in the quality and quantity within the time and price as specified in this solicitation.

D.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.

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

D.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

Section E. PROPOSAL FORMS Offeror must complete and return:

· The following three (3) tables include: Contract Requirements (Section F.1), and Technical Requirements: Mandatory Requirements with Evidence (Section F.2) and Proposed Technical Solution (Section F.3).

· Commitment to Diversity (Section F.4).

· Offer to the State of Illinois.

Please read and follow each instruction carefully.

E.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.

CONTRACT REQUIREMENTS

F.1.1. Offer must be available, once a week, for virtual meetings with the ability to attend events and meet in-person, as necessary.

F.1.2. Offer must have a strong understanding of the ADCRC mission, its target audiences, and the role of the ADCRC as outlined in the establishing legislation.

· Home

· Illinois-Compiled-Statutes-20ILCS405.405-540_Reparations-Authorizing-Statute.pdf

F.1.3. Team members specified in Offeror’s proposal will be the same key personnel who work on this project. Key personnel will not be removed or replaced by the Offeror without written review and approval of the State. Replacements must meet or exceed the qualifications required for those key personnel at the same or lesser cost.

F.1.4. The awarded Offeror will be responsible for managing all phases of the work described in RFP.

F.1.5. Transition Assistance: Prior to the expiration of any resulting contract and upon request by the State, the awarded Offeror shall provide such services, data exports, and other information as may be reasonably requested by the State to assist in effecting an orderly transition of the responsibility for providing the services to CMS, its designees, or another vendor. Reasonable requests may include, but are not limited to, the transfer of data, operations, and processes to another vendor as designated by the State. Transition assistance will be provided at no separate or additional cost to the State, whether by lump sum cost encumbrance, hourly charges, or any other form of separate or additional cost.

By submitting an offer to this solicitation. The offeror agrees that will meet the contract requirements in Section F.1.

E.2. MANDATORY REQUIREMENTS WITH EVIDENCE

Please check “Met” to each of the mandatory requirements for the proposed solution. An Offeror that does not provide substantiating evidence for each requirement will be disqualified and the rest of the proposal will not be scored.

These Mandatory Requirements shall be included in any contract resulting from this solicitation.

Please provide substantiating evidence in your Proposed Technical Solution. Use the column on the right to indicate the section and page number where your evidence/response to each item may be found. The State will evaluate Offeror’s evidence/response to verify the mandatory requirement is met.

MANDATORY REQUIREMENTS WITH EVIDENCE

Proposal Section and Page Number

E.3. PROPOSED TECHNICAL SOLUTION – DESIRABLE ELEMENTS

Please explain how your organization meets or will meet each of the desirable elements. Use the column on the right to indicate the section and page number of your proposal where your response to each item may be found.

F.3.1. CORE MESSAGE DEVELOPMENT

The Offeror would assist the ADCRC in developing new or adjusting current core messaging. The message developed will be the base for various project milestones including the successful completion of the anticipated nine (9), statewide public engagement opportunities. The message will also be used to inform targeted regional communities and become the foundation for press release announcements intended to highlight the importance and role of the ADCRC. Please explain how your firm facilitates core message development, marketing, and branding? Describe how your applied methodology will resonate with the intended underserved audience.

F.3.2. EXTERNAL COMMUNICATIONS STRATEGY

The Offeror, in collaboration with the ADCRC, would identify key opportunities, challenges, and assets for project improvement to create a robust external communications strategy beginning FY 2025. The Offeror’s communications strategy would serve as the project’s operational plan by which critical milestones will be processed. The Offeror’s plan should include details conveying what content should be shared, at what times and through which strategic communications, resources, or methods. The communication strategy should include a centralized hub facilitating interactivity amongst all project partners and collaborative environment where parties can efficiently guide project milestones to execution in support of ADCRC’s project goals. Provide your firm’s proposed solution for development of the ADCRC’s external communications requirements. Provide a sample a core messaging strategy your firm developed for either a program or project with your response to this section.

F.3.3. DEVELOPED COMMUNICATIONS

Describe your firm’s ability to work with multiple internal stakeholders, provide guidance, quality services and provide professional content necessary to obtain GoComms approvals for Offeror developed communications. Additionally, describe your firm’s approach to receipt and response to adverse feedback from the public expressing opposition to the ADCRC’s mission.

F.3.4. MEDIA CONTENT DEVELOPMENT

Third parties are not permitted access to facilitate direct oversight and management of official State email or social media accounts. All graphic design work will be completed in-house by CMS IOCI representatives. All external communications shall receive GoComms clearance prior to postings or publishing and will be facilitated by State employees. The Offeror may utilize alternative methods of external outreach such as “no-reply” email accounts and via working partnerships with the ADCRC Coordinator, IOCI and GoComms representatives to process the Offeror’s developed content. What unique and effective collaborative processes can your firm enact to ensure streamlined operations are achieved during this project to allow for the flexibility required to successfully implement State directed public relations services?

F.3.5. COMMUNICATION PROCESSES

What alternative or indirect communications processes can be implemented by your firm to successfully address the target audience and allow for the State’s required autonomy of official State-owned email and social media accounts?

Provide a sample applicable of social media content developed by your firm and provide it with your response to this section.

F.3.6. STRATEGIC MEDIA OUTREACH

The ADCRC requires a public communication strategy to execute a comprehensive media outreach which highlights the needs of the underserved and the unrepresented African descent citizen communities in Illinois. The Offeror would need to establish working relationships with influential media contacts to elevate exposure of the ADCRC’s mission and engagements. The ADCRC will proactively identify opportunities for media coverage, both regionally and statewide, and will provide content for the Offeror’s development and use in drafting expert talking points for media outreach. The Offeror would provide the ADCRC with scheduled media interviews for ADCRC Commissioners and other identified State representatives to advance knowledge of the ADCRC’s core message and goals. Public commentors aligned with relevant topics covered under the ADCRC’s project, will need to be solicited for responses in the form of post forum remarks. Surveys would also need to be developed in a format to allow for narrative responses. Describe your firm’s ability to provide strategic media outreach resulting in qualitative and quantitative data in facilitation of this and the following requirements:

a. Radio Marketing of Events to Targeted Local Stations:

The Offeror would be required to draft press releases to be provided to the IOCI for content review and approval. The IOCI will deploy these press releases via podcasts and to local radio stations in the form of (video and or audio communications) to influence engagement from African descent-citizen listeners and attain their attendance at scheduled on-air interviews held with the ADCRC’s determined spokesperson, who would further inform listeners of upcoming events. Describe your firm’s capability in performing this task.

b. Television Marketing on Local Stations:

Local television stations should also be engaged directly by the Offeror to schedule live-televised interviews with the ADCRC’s identified spokespersons as well as provided in the form of commercial promotional advertisements marketing regional events. Provide your firm’s ability to successfully accomplish this objective.

c. ADCRC Email Distribution Marketing:

The ADCRC’s website has the capability to collect email data and notification subscriptions from interested citizens. This email repository may serve as a distribution list for notification of the public hearing details and event information.