B-46903 SBE Educator Licensure Information System ELIS Team Question and Answer Addendum 2.docx

25-586SBE-CHFED-B-46903

SBE: Educator Licensure Information System (ELIS) Team Question and Answer Addendum #2

1. Please confirm if this is a new initiative or a re-bid of an existing contract?

ANSWER: This is a rebid for existing work.

2. Please confirm the budget allocated for this project.

ANSWER: The estimated budget is $5,428,000.00 including the renewals. Please refer to Section A.4 for Terms and Renewal in the RFP.

3. If it is a re-bid, please share the names of the current service providers/incumbent vendors? Additionally, how many active resources are working under the previous contract?

ANSWER: Currently four resources are working from Bowsher Information Systems and Ashbaugh & Associates.

4. Please provide the historical spending associated with this contract.

ANSWER: $3.95 million over five years.

5. Are there any specific challenges, pain points or areas of concern that you are currently experiencing with the existing vendors?

ANSWER: There are no specific challenges, pain points or areas of concern with the existing vendors.

6. Please clarify the anticipated number of awards expected under this RFP.

ANSWER: Please refer to the A.1 Overview and purpose section of the RFP

7. Is there a local preference in connection with this RFP?

ANSWER: There is no local preference in connection with this RFP.

8. Can the BEP vendor self-perform, or is subcontracting required to meet participation goals?

ANSWER: Yes. Please carefully and thoroughly review the Business Enterprise Program Utilization Plan document that must be filled out.

9. Please confirm the evaluation criteria and weighting (e.g., technical vs. cost).

ANSWER: Total Number of Points Available for Technical requirements is: 1400.The total number of points for Price is 360 Refer to Section D.3, D.5, D.6 in the RFP

10. Will there be an opportunity for an oral presentation or negotiation meeting during the evaluation process?

ANSWER: No. There will not be an opportunity for an oral presentation or negotiation meeting during the evaluation process.

11. What is the expected timeline for award notification and contract execution?

ANSWER: The anticipated timeline for award notification and contract execution is November and December 2025, respectively.

12. What is the anticipated volume of staffing requests (e.g., estimated number of requisitions per year)?

ANSWER: ISBE anticaiptes the total number of hours for each position to be approximately 2000 hours per year. For FY26, ISBE anticipates 1000 hours for each position.

13. Could you please provide details on the job categories, labor classifications or skill sets most requested?

ANSWER: Please see attachment B which has the position titles and descriptions - refer to Section G Attachment and Exhibits in the RFP

14. Is there an employee conversion policy (i.e., can the department directly hire contractor staff after a defined period)?

ANSWER: There is no conversion policy. Any employee vacancies at ISBE are posted at https://www.isbe.net/Pages/Careers-at-ISBE.aspx.

15. Will timekeeping be handled through the department’s system or will vendors be required to provide a platform?

ANSWER: Vendor shall invoice monthly based on approved timesheets utilized by the Agency. Vendor shall submit invoices based on the Agency’s signed and approved monthly.

16. In the event of a contract award, please clarify whether awarded vendors will be permitted to directly engage with individual departments/agencies for staffing requests or if all requirements will be routed through a centralized system?

ANSWER: Vendors will be working directly with ISBE Software Solutions Department for staffing requests.

17. Can the same company act as a Prime on this solicitation and simultaneously serve as a Subcontractor to a different company?

ANSWER: Yes. a Prime on this solicitation can simultaneously serve as a Subcontractor to a different company.

18. Does the DBE Interim Rule affect the addition of NIGP codes?

ANSWER: DBE is a different program than BEP. ISBE will not be adding any additional NIGP codes to this solicitation. Prime and/or any proposed subcontractors that are out forth toward the BEP goal must be registered and performing work under the NIGP code listed on the solicitation. For additional guidance and information, please visit the Commission on Equity and Inclusion (CEI) at https://cei.illinois.gov/programs0/business-enterprise-program.html.

19. If a Prime does not possess NIGP code 918-71 but can meet the DBE goal through a subcontractor, does this disqualify the Prime from responding, or would the response still be considered compliant?

ANSWER: No. However, to attain the BEP goal, the prime or any proposed subcontractor must be BEP-certified under one of the NIGP codes listed on the solicitation and performing work that falls under that category.

20. Is the replacement of a proposed resource allowed if the originally proposed individual becomes unavailable at a later stage?

ANSWER: Yes but the resumes of the replacement candidates should be submitted to the ISBE Software Solutions for review before a decision is made. Any proposed replacement candidate must meet or exceed the requirements listed in the solicitation.

21. Are all submitted resumes required to be actual candidates, or are representative resumes acceptable?

ANSWER: If you are submitting resumes for specific candidates, the resume must correspond to the proposed person.

22. Section F.3.14 states that “Each position should have at least eight years of experience completing the duties listed for each position in Attachment F.” Does the agency mean Attachment B instead?

ANSWER: yes, it’s Attachment B.

23. Is the ISBE willing to disclose the percentage of federal funds (grants) set aside for this project?

ANSWER: This project is not federally-funded.

24. For BidBuy attachments: should the Technical Volume be uploaded as one combined file or may it be uploaded as multiple labeled files (e.g., Technical Narrative, Resumes, Attachments)?

ANSWER: Vendors may upload separately, but please clearly label the files.

25. Regarding pricing: should vendors enter prices only under the Items tab, or also upload a separate pricing attachment?

ANSWER: Yes, please follow instructions for entering pricing on Bid Buy Items tab. Please be certain to “lock” any pricing-related information.

26. If a proposed candidate becomes unavailable before award, will vendors be allowed to replace that candidate with equal or greater qualifications, and until what stage in the evaluation process would such substitutions be accepted?

ANSWER: Any proposed replacement candidate must meet or exceed the requirements listed in the solicitation.

27. Could ISBE please confirm whether this solicitation represents a new contract or a re-compete / renewal of an existing agreement?

ANSWER: This is a rebid for existing work.

28. If this is a renewal or re-compete, could you please identify the current incumbent vendor(s) providing ELIS system support or related services under the existing contract(s)?

ANSWER: Currently four resources are working from Bowsher Information Systems and Ashbaugh & Associates.

29. If applicable, what is the end date of the current contract or task order supporting the ELIS system?

ANSWER: End date of the current contract is 06/30/2026.

30. In the event of a vendor transition, will the new contractor be expected to perform knowledge transfer from any incumbent vendor or assume ongoing development work in progress?

ANSWER: A transition from the current incumbent vendor will take place once the new contract is signed and ready to start.