B-47327 FY26 21st CCLC Evaluation RFP April 2025.pdf

State of Illinois RFP V.25.2

Illinois State Board of Education

Request for Proposal

Statewide Evaluation of Nita M. Lowey 21st Century Community Learning

Centers Program

25-586SBE-CHFED-B-47327

Section A. SCOPE OF WORK

A.1. OVERVIEW AND PURPOSE

The Illinois State Board of Education (ISBE) seeks a qualified Offeror to conduct a statewide evaluation of the Nita M. Lowey 21st Century Community Learning Centers

(21st CCLC) Program, including a comprehensive assessment of ISBE’s implementation of the program as well as each individual subgrantee’s implementation. Awards will not be made to Offerors that also provide evaluation services to or are directly affiliated via contractual partnership with those that provide evaluation services to 21st CCLC subgrantees during this entire contract period.

A.2. DESIRED OUTCOMES OF THIS PROJECT/ENGAGEMENT

ISBE seeks a qualified Offeror to conduct a statewide evaluation of the 21st CCLC

Program and other associated activities. Broadly, these activities include, but are not limited to:

• Providing a comprehensive assessment of ISBE’s implementation of the program.

• Conducting site visits, surveys, and other assessment activities to provide a comprehensive assessment of each individual subgrantee’s implementation.

• Regular collaboration with ISBE to discuss ongoing findings of evaluation activities and identification of technical assistance needs for ISBE and subgrantees.

• Development and delivery of technical assistance resources to ISBE and subgrantees that include, but are not limited to, attendance at ISBE/subgrantee events, meetings, workshops, etc.; webinars and presentations; and targeted technical assistance provided to subgrantees individually or in small groups.

A.3. SCHEDULE & BUDGET

RFP Publish April 2025 Questions and Answers May 2025 RFP Due Date May 2025 RFP Technical Review May 2025 Award and Execution June 2025

A.4. UNIQUE CONSIDERATIONS

The selected contractor will be required to collaborate with a multitude of stakeholders, including ISBE program management staff, other external contractors, subgrantee managers and staff, individuals from community-based organizations (CBOs), Local

Education Agencies (LEAs), and schools/districts. Many of the individuals within these groups work under collective bargaining agreements, and as such, the selected contractor’s collaborations with these entities will need to consider such agreements.

Furthermore, the experience, knowledge, and motivation levels vary among subgrantees; as a result, the selected contractor will need to develop and manage relationships with the various entities accordingly.

A.5. TERM

A.5.1. TERM OF THIS CONTRACT: The contract resulting from this procurement will have an initial term commencing upon execution and ending on June 30, 2029.

In no event will the total term of the contract, including the initial term, any renewal terms, and any extensions, exceed 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.5.1.1. Pricing for the renewal term(s), or the formula for determining Price, is in the Pricing section of this solicitation.

A.5.1.2. 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.

Section B. CURRENT CONDITIONS

B.1. OVERVIEW & BACKGROUND

GOAL: ISBE seeks a qualified Offeror to conduct a statewide evaluation of the Nita M.

Lowey 21st Century Community Learning Centers Program, including a comprehensive assessment of ISBE’s implementation of the program as well as each individual subgrantee’s implementation. Awards will not be made to Offerors that also provide evaluation services to or are directly affiliated with those that provide evaluation services to 21st CCLC subgrantees during this entire contract period.

Program Background: The purpose of the 21st CCLC Program is to establish or expand community learning centers that provide students with academic enrichment opportunities along with activities designed to complement the students’ regular academic program.

The term “community learning center” means an entity that:

A. Assists students meet challenging State academic standards by providing them with academic enrichment activities and a broad array of other activities.

B. Offers activities during non-school hours or periods when school is not in session

(such as before and after school or during summer recess) that:

a. Reinforce and complement the regular academic programs of the schools attended by the students served, and

b. Are targeted to the students’ academic needs and aligned with the instruction students receive during the day.

C. Offers families of students who are served by such center to have opportunities for active and meaningful engagement in their children’s education, including opportunities for literacy and related educational development.

The 21st CCLC Program is authorized under Title IV, Part B of the Elementary and

Secondary Education Act, as amended by the No Child Left Behind Act of 2001 and

Every Student Succeeds Act (ESSA). The specific purposes of the program are to:

• Provide opportunities for academic enrichment, including providing tutorial services to help students (particularly students in high-poverty areas and those who attend low-performing schools), meet State and local student performance standards in core academic subjects, such as reading and mathematics;

• Offer students a broad array of additional services; programs; and activities, such as youth development activities, drug and violence prevention programs, counseling programs, art, music, and recreation programs, technology education programs, and character education programs, that are designed to reinforce and complement the regular academic program of participating students; and

• Offer families of students served by community learning centers to have opportunities for literacy and related educational development.

The purposes listed above for 21st CCLC Program are aligned to ESSA. The allocation of funds to State Education Agencies (SEAs) continues to be appropriated by formula.

There are several changes in ESSA requirements. Among them are requirements that

SEAs use 93 percent of their State formula grants to make competitive subgrants, that

SEAs give priority to partnerships between LEAs receiving Title I, Part A funds and CBOs or other public or private entities, and that Federal funds must supplement and may not supplant State and local funds. Section 4204 of ESSA requires that SEAs make awards only to eligible entities that propose to serve (a) primarily students who attend schools eligible for schoolwide programs under Section 1114 or schools that serve a high percentage of students from low-income families, and (b) the families of the students to be served by the program. In addition, the requirement to provide equitable services to eligible private school students in Section 8501 of ESSA may not be waived. Evaluation

Background: The purpose of this Request for Proposal (RFP) is to select a qualified

Offeror that will continue to enhance and maintain Illinois’ current statewide evaluation efforts. The evaluation will support ISBE’s dedication toward meeting its seven identified objectives for the 21st CCLC Program, which are listed below.

Illinois’ 21st CCLC Program Objectives

The purpose of the 21st CCLC Program is to provide opportunities for communities to establish or expand activities for academic enrichment, including tutorial services, to help students (particularly students who attend low-performing schools) meet the challenging State academic standards.

The program objectives of Illinois Nita M. Lowey 21st Century Community Learning

Centers are:

• Objective 1: Schools will improve student achievement in core academic areas.

• Objective 2: Schools will show an increase in student attendance and graduation from high school.

• Objective 3: Schools will see an increase in the social-emotional skills of their students.

• Objective 4: Programs will collaborate with the community.

• Objective 5: Programs will coordinate with schools to determine the students and families with the greatest need.

• Objective 6: Programs will provide ongoing professional development to program personnel.

• Objective 7: Programs will collaborate with schools and community-based organizations to provide sustainable programs.

The program can achieve its purpose by addressing the following:

• Provide academic enrichment opportunities for children in grades prekindergarten through 12, particularly to help children who attend high-poverty and low-performing schools meet State and local student academic achievement standards in core subjects. Activities are expected to improve student academic achievement as well as overall student success.

• Provide core academic subjects, including English, reading or language arts, mathematics, science, foreign languages, civics and government, economics, fine arts, history, and geography.

• Offer academic, artistic, and cultural enrichment opportunities to students and their families.

• Provide student activities during non-school hours (before or after school) or periods when school is not in session (including holidays, weekends, or summer recess).

Family activities, however, are not restricted to non-school hours and may take place at any time.

• Offer Expanded Learning Time (ELT), which may occur only if it aligns to the 21st

CCLC activities. No more than 25 percent of the total budget can be allocated to ELT activities.

o ELT is the time that an LEA or school extends its normal school day, week, or year to provide additional instruction or educational programs for all students beyond the State-mandated requirements for the minimum hours in a school day, days in a school week, or days or weeks in a school year.

o Applicants seeking 21st CCLC funds for ELT programs must provide ALL students at the school with at least 300 additional program hours before, during, or after the traditional school day programming.

• Offer students a broad array of additional services, programs, and activities that are designed to reinforce and complement the regular academic programs of participating students. Activities may include youth development activities; drug and violence prevention programs; counseling programs; art, music, and recreation programs; technology education programs; and character education programs.

• Provide a safe environment for students when school is not in session, including safe travel accommodations to and from the center and home, for community learning centers established under the 21st CCLC Program.

• Offer families of students served by community learning centers opportunities for active and meaningful engagement in their children’s education, including opportunities for literacy and related educational development.

There presently exists a contract, which ends at the conclusion of FY 2025, with an outside

Vendor to conduct activities that are similar in scope and deliverables to those identified in this

RFP. Subgrantees with whom the current Vendor works are aware and familiar with the processes and requirements associated with the work contained herein.

B.2. VOLUMES & QUANTITIES

There are currently 53 unique entities that have been awarded subgrants under the 21st CCLC Program and that would participate in the activities required under the terms of this contract. These 53 entities are spread across three currently active cohorts of subgrantees as follows. (Note that some entities have more than one grant per cohort and/or participate in more than one current cohort.)

Cohort Year Number of Entities End date for subgrants

FY 2021 31 End of FY 2025

FY 2022 35 End of FY 2026

FY 2023 22 End of FY 2025

FY 2025 30 End of FY 2027

FY 2026* TBD End of FY 2028

FY 2027* TBD End of FY 2029

FY 2028* TBD End of FY 2030

FY 2029* TBD End of FY 2031

*Decisions regarding whether or not competitions will take place in FY 2026 and later have not yet been made. Such competitions are subject to availability of sufficient funds.

The frequency of cohorts and the number of entities awarded in each cohort year depends on the amount of funding available for subgrants. While it is anticipated that there will be future cohorts, it is unknown how frequently cohorts will begin or how many entities will be awarded within those cohorts. The number of entities per cohort indicated in the table above is relatively stable, but it should be noted that in some cases cohort sizes may vary significantly. As an example, the cohort that began in FY

2015, which concluded at the end of FY 2024, had 78 unique entities as subgrantees.

B.3. AREAS OF CONCERN/CHALLENGES

In addition to conducting the annual statewide evaluation of the 21st CCLC Program, the selected Vendor also will support all subgrantees (by providing technical assistance, collecting reports, etc.) in conducting their local evaluations. There is a wide variety of skill and experience level among subgrantees with these experiences, in addition to a range of degrees of willingness/proactivity in conducting these activities. Thus, the amount and level of support that the Vendor will be required to provide to subgrantees also will vary accordingly.

B.4. STRENGTHS

As noted in Section B.1, the processes and procedures that are associated with the activities the selected Vendor will conduct are largely in place, and many subgrantees are familiar with the expectations. These processes have supported effective data collection and thorough reports associated evaluation activities.

B.5. FIGURES, DIAGRAMS, & REFERENCE DOCUMENTS

The five most recently published Statewide Evaluation reports can be found at https://www.isbe.net/Pages/21CCLC-LE.aspx

See Attachment G.1. for a detailed schedule of annual deliverables.

https://www.isbe.net/Pages/21CCLC-LE.aspx

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

• Offer to the State of Illinois

• Commitment to Diversity

• BEP Utilization Plan

• VBP 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 (e.g., by US Mail, FedEx, UPS, email, 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.

https://cpo-general.illinois.gov/solicitation-and-contract-templates.html https://cei.illinois.gov/purchasing-entity-resources/compliance.html

Price entries on the Items tab will be locked automatically upon submission of the quote.

E n t e r i n g c o s t , P r i c i n g o r d i s c o u n t i n f o r m a t i o n i n t h e A l t e r n a t e D e s c r i p t i o n m a y r e s u l t i n d i s q u a l i f i c a t i o n . 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:

General Tab : Save and Continue

Items Tab Follow instructions in the Pricing section of the solicitation document as to whether Pricing will be entered in the Unit Cost of the Items tab or submitted as a separate Pricing document in the Attachments tab.

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.

Terms and Conditions Tab

: Select “Yes,” “No,” or “Yes with Exceptions.”

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.

Attachments Tab For each required quote attachment listed:

: “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.

Summary Tab : “Submit Quote.”

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

https://cpo-general.illinois.gov/vendor-resources.html

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

May 14, 2025. 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. 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.8. 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 https://www.bidbuy.illinois.gov/bso/ https://cpo-general.illinois.gov/sell-2-illinois.html https://cpo-general.illinois.gov/sell-2-illinois.html 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 May

14, 2025. See the Utilization Plan for National Institute of Governmental Purchasing

(NIGP) codes used to establish this goal.

BEP Goal: 12%

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.9. VETERAN SMALL BUSINESS PARTICIPATION AND UTILIZATION PLAN

The BidBuy posting indicates whether this solicitation contains a goal to include businesses owned and controlled by military veterans. If this solicitation contains a goal, then failure to submit a Utilization Plan as instructed later in this solicitation may render the Offer non-responsive. All questions regarding the subcontracting goal must be directed to the

Information Contact indicated in BidBuy no later than May 14, 2025. See the Utilization

Plan for NIGP codes used to establish this goal.

VBP Goal: 0%

Go to https://cei.illinois.gov/programs0/veterans-business-program.html for complete requirements for Veteran Owned Small Business (VOSB) or Service-Disabled Veteran

Owned Small Business (SDVOSB) certification. Go to State of Illinois Commission on

Equity and Inclusion at https://supplierdiversitymanagementportal.illinois.gov/home.aspx to search for certified VOSB and SDVOSB Vendors.

C.10. SECURITY

Bid/Performance Bond: $ 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.

https://cei.illinois.gov/vendor-resources/get-bep-certified.html https://supplierdiversitymanagementportal.illinois.gov/home.aspx https://cei.illinois.gov/programs0/veterans-business-program.html https://supplierdiversitymanagementportal.illinois.gov/home.aspx https://cpo-general.illinois.gov/solicitation-and-contract-templates.html

Section D. EVALUATION PROCEDURES

D.1. 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.

D.2. 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.

D.2.1. 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.

D.2.2. Subcontractor Disclosure: If the Offer includes any subcontractors, then

Offeror shall complete the Subcontractor Disclosure section of the Offer to the State of Illinois.

D.2.3. 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

D.2.4. If completing Vendor Disclosure, required parts may include and may not be limited to:

• Business and Directory Information: Offeror should complete and return the Business and Directory Information form in Vendor

Disclosure, Part 1.

• Illinois Department of Human Rights (IDHR) Public Contracts

Number: Offeror shall complete and return the IDHR Public

Contracts Number form in Vendor Disclosure, Part 2.

• Authorized to Transact Business or Conduct Affairs in Illinois: A person (other than an individual acting as a sole proprietor) must be a duly constituted legal entity prior to submitting an Offer and authorized to transact business or conduct affairs in Illinois prior to execution of the contract. For more information, see

Authorized to Transact Business or Conduct Affairs in Illinois in

Vendor Disclosure, Part 3.

• Standard Illinois Certifications: Offeror shall complete and return the Standard Illinois Certifications form in Vendor Disclosure, Part

4.

• State Board of Elections Registration: Offeror may be prohibited from making political contributions and be required to register with the State Board of Elections. For more information, see State

Board of Elections in Vendor Disclosure, Part 5.

• Disclosure of Business Operations with Iran: Offeror should complete and return the Disclosure of Business Operations with

Iran form in Vendor Disclosure, Part 6.

• Financial Disclosures and Conflicts of Interest: Offeror shall complete and return the Financial Disclosures and Conflicts of

Interest form in Vendor Disclosure, Part 7.

• Taxpayer Identification Number: Offeror should complete and return the Taxpayer Identification form in Vendor Disclosure, Part

8.

D.2.5. 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.

D.2.6. 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.

D.3. EVALUATION METHODOLOGY

The Technical Requirements are described in Sections F.2., F.3., F.5, and F.6. The State evaluates the Technical Requirements without consideration of Price.

D.3.1. Total Number of Points Available for Technical Requirements is: 1,000.

D.3.2. Offeror shall complete and return Sections F.2., F.3.

D.3.3. Relative Weight in Point Format

Technical Requirements Points Available

Mandatory Requirements with Evidence 0 -- All must be met and are evaluated as pass or fail.

Management of Data Collection 400

Technical Assistance System 200

Program Administration and Reporting 200

Qualifications of Contractor and Proposed Staff 200

D.4. 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.

D.4.1. The total number of points for Commitment to Diversity is 200.

D.4.2. Offeror shall complete and return Section F.4 Commitment to Diversity

D.4.3. 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, and/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, and/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, and/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, its current written workforce DEI policy. Policies must be actionable plans, not overarching concepts pertaining to DEI. 10%

Category 6: Diversity in Staffing – Percentage of individuals on governing board and/ or senior executives out of all staff who identify as women, minorities and/or person with disabilities. 10%

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

D.5. 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.

D.5.1. The total number of available points for Technical and Commitment to

Diversity is 1,200.

D.5.2. A minimum of 900 of the available (Technical and Commitment to

Diversity) points is required for Price evaluation and award consideration.

D.6. 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.

D.6.1. The total number of points for Price is 240.

D.6.2. The State will determine Price points using the following formula:

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

Points

D.7. MAXIMUM AVAILABLE POINTS

The maximum number of points is 1,000 (Technical) + 200 (Commitment to Diversity) +

240 (Price) = 1,440 maximum available points.

Section E. ADMINISTRATIVE REQUIREMENTS

E.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.

E.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 http://www.ilga.gov/legislation/ilcs/ilcs.asp http://www.ilga.gov/legislation/ilcs/ilcs5.asp?ActID=532&ChapterID=7)%20%20 https://www.ilga.gov/commission/jcar/admincode/044/044parts.html

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.

E.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).

E.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.

E.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 at 217-524-4772 for information about tax credits (35 ILCS 5/216, 5/217).

E.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 and 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).

E.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.

E.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.

E.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 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 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

E.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, one with whom the State can or should do business. For example, the State may consider the following:

E.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.

E.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, mailto:cpogs.pro@illinois.gov 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.

E.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.

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

E.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 at https://www2.illinois.gov/cpo/PathwayToProcurement/Pages/Guides-and-Manuals.aspx.

https://www2.illinois.gov/cpo/PathwayToProcurement/Pages/Guides-and-Manuals.aspx

Section F. PROPOSAL FORMS

Offeror must complete and return:

• The following three 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.

F.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. See Attachment G.1. for a detailed schedule of all annual deliverables.

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

F.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

F.2.1. Provides documentation verifying that the Vendor is licensed to do business in the State of Illinois. If not licensed, provide a written intent to become licensed in Illinois within 30 calendar days of being selected as the Apparent Successful Bidder.

F.2.2. Must not have an Active Exclusion in the System for Award

Management (SAM). Vendors must submit a signed/dated written assurance stating that they currently do not, and will not during the life of the contract, have an active exclusion in SAM, and will not employ any persons or entities that have active exclusions. Failure to meet and maintain this requirement may result in immediate termination of the contract.

F.2.3. Professional background in educational evaluation, including a minimum of five years’ experience working with school, district, and community-level program quality and performance evaluation. Vendors must submit documentation demonstrating such experience as evidence.

F.2.4. Professional background in evaluation of quality and effectiveness of out of school time programs, including a minimum of three years’ experience conducting statewide program evaluation services for 21st Century Community Learning Centers Programs. Vendors must submit documentation demonstrating such experience as evidence.

F.2.5. Demonstrated experience in performing statewide evaluation of program impact and identifying characteristics associated with high- and low-performing 21st CCLC Programs.

Vendors must submit documentation demonstrating such experience as evidence.

Met

F.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.

PROPOSED TECHNICAL SOLUTION – DESIRABLE

ELEMENTS

Point Value Proposal Section…