B-48137 DCEO Loan Management System RFP.pdf

State of Illinois RFP V.25.4

Illinois Department of Innovation and Technology Request for Proposal

Illinois DCEO Loan System RFP

25-448DOIT-APP44-B-48137

Section A. SCOPE OF WORK

A.1. OVERVIEW AND PURPOSE

The Illinois Department of Innovation and Technology (DoIT) on behalf of the Illinois Department of Commerce and Economic Opportunity (DCEO) is seeking proposals from qualified offerors for a comprehensive and customizable off-the-shelf (COTS) Loan Management SaaS solution for DCEO divisions and offices along with associated services to develop, configure, test, implement, support, maintain, host, train, manage, and administer the solution (referred to as the “Solution”).

DoIT invites interested offerors who meet the qualifications listed in this document to submit Proposals. All information shall be submitted in the format stipulated in this RFP and within the state’s eProcurement portal, BidBuy. Proposals should be signed by the person(s) duly authorized to bind the Vendor to contracts.

A.2. DESIRED OUTCOMES OF THIS PROJECT/ENGAGEMENT

DoIT desires a Solution that will enable it to fulfill several key business objectives, such as:

• Improving the efficiency of loan management processes through increased automation.

• Facilitating all loan management activities through a single portal to improve self-service capabilities and provide enhanced mobile experience via responsive design.

• Replacing legacy systems with a single, secure, modern Solution.

• Creating seamless integrations with external systems.

• Complete migration of all current data to the new system

• Providing a user-friendly experience for all internal and external users. For internal users, the user-friendly experience should include the ability for DoIT to make relatively simple self-service configuration changes without vendor support.

DoIT desires the transition to the new Solution to encompass DCEO’s entire loan management process. This should be completed in a series of phases within 9 months of contract execution. DoIT’s desired phase list consists of the following:

• Phase 1: Project Planning

• Phase 2: Design and Development Planning

• Phase 3: Design and Development Execution

• Phase 4: Data Migration

• Phase 5: Testing and Training

• Phase 6: Audit

• Phase 7: Go-Live

• Phase 8: Post-Implementation Support & Warranty

A.3. SCHEDULE

Procurement Schedule RFP Posting Date to BidBuy 08/01/2025

Pre-Submission Conference 08/12/2025

Offeror Questions Submission Deadline 08/20/2025

Tentative Date for Posting of Answers to Offeror Questions

08/27/2025

RFP Offer Submission Deadline 09/05/2025

Evaluation Period* 09/10/2025 – 10/01/2025

Oral Presentations* Start the week of 10/13/2025

Anticipated Notice of Award* 10/31/2025

Anticipated Vendor Negotiations* 11/03/2025

Anticipated Contract Start Date* 01/01/2026

*Published dates are tentative and subject to change

A.4. TERM

A.4.1. TERM OF THIS CONTRACT: The contract resulting from this procurement will have an initial term of ten (10) years commencing upon the last dated signature of the Parties. 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.

Section B. CURRENT CONDITIONS

B.1. OVERVIEW & BACKGROUND

Loan Management Overview

The Illinois Department of Commerce & Economic Opportunity (DCEO) oversees multiple programs designed to support small businesses and promote economic equity. The Office of Entrepreneurship, Innovation, & Technology (OEIT or EIT) administers the Advantage Illinois Credit Support Program, which is funded through the federal State Small Business Credit Initiative (SSBCI) and overseen by the U.S. Department of the Treasury (UST).

Meanwhile, the Office of Economic Equity & Empowerment (OE3) manages the Cannabis Social Equity Loan Program, which is funded by the Cannabis Business Development Fund (CBDF) at the State level.

DCEO seeks a system that helps our internal staff manage the lifecycle of operational needs including reviewing, processing, managing, and reporting on our financial transactions.

Advantage Illinois

Due to the struggles that small businesses have in obtaining financing through normal means, the U.S. Treasury has allocated funds to states and jurisdictions, including Illinois, to assist lenders in offsetting their risk. This funding was reauthorized under the State Small Business Credit Initiative. The goal of the allocated funds is to grow the economy and create jobs at a faster rate.

Illinois has developed two different programs under Advantage Illinois to offset the risks involved in lending to businesses. The programs can enable lenders to evaluate a project with a stronger outlook if the State can reduce their uncertainty. The lender’s exposure can be reduced by the State providing either a Guarantee or by Participation in a portion of the loan. By utilizing either one of the programs, lenders can help to ensure that Community Reinvestment Act standards are obtained; overall commercial lending volume to small businesses is increased; and jobs are created or retained in Illinois.

Advantage Illinois supports small businesses by enhancing access to capital. Advantage Illinois programs make eligibility as flexible as possible, maximizing the impact on Illinois economy and especially encouraging loans to Socially and Economically Disadvantaged Individuals (SEDI) and Very Small Businesses (VSB), or businesses with fewer than 10 employees.

The Participation Loan Program (PLP) helps Illinois businesses get term loan financing at lower rates by purchasing a portion of the loan and lowering risk for lenders.

https://dceo.illinois.gov/smallbizassistance/advantageillinois/frequentlyaskedquestions.html#faq-whatisasociallyandeconomicallydisadvantagedsediownedbusiness-faq https://dceo.illinois.gov/smallbizassistance/advantageillinois/frequentlyaskedquestions.html#faq-whatisasociallyandeconomicallydisadvantagedsediownedbusiness-faq

The Loan Guarantee Program (LGP) will provide a guarantee of partial repayment to the lender if a loan goes into default.

Office of Economic Equity and Empowerment (OE3) and Cannabis Social Equity Loan Program

The Office of Economic Equity & Empowerment (OE3), formerly known as Office of Minority Economic Empowerment (OMEE), advocates for equitable economic opportunities across the state of Illinois for minorities-, women-, veteran-owned businesses, businesses owned by persons with disabilities, eligible not-for-profit corporations, and other underserved communities. Through targeted programs, resources, and outreach and promotional activities, OE3 aims to create an inclusive and strong business ecosystem for communities that have traditionally faced systemic barriers to entry and growth. This investment spurs local economic development in underserved areas resulting in a revitalized and thriving Illinois economy.

The Cannabis Social Equity Loan Program – Direct Forgivable Loan (DFL) is administered by OE3 to provide financial assistance to qualified social equity cannabis licensees. This program was established to address barriers to capital that many social equity applicants face due to historic disinvestment and lack of access to traditional lending institutions.

As part of DCEO’s commitment to advancing economic equity, this program provides State-funded, direct forgivable loans through the Cannabis Business Development Fund (CBDF) to support qualified social equity dispensary licensees. The program is specifically designed to assist businesses that have faced historical barriers to capital, prioritizing applicants demonstrating financial need and progress toward operational readiness. Loan funds may be used for essential startup and operating expenses, including rent, payroll, equipment, inventory, regulatory compliance, legal expenses, and employee training. By expanding access to capital, the program promotes business sustainability, economic revitalization in disproportionately impacted areas (DIAs), and equitable participation in Illinois’ regulated cannabis industry.

The description below outlines the overall types of activities that DCEO is seeking from the offeror provided solution but does not include every detail such as specific data fields.

DCEO Loan System Functionality

1. CRM

a. Provide a system to manage the DCEO’s lending-related relationships including current and potential stakeholders. The primary customer will be a borrower or potential borrower or a lending institution, although secondary customers could be stakeholder groups and other entities such as other governmental agencies.

b. User Rights: Option to assign view or limited editing rights to other DCEO offices (e.g., Regional Economic Development, Business Development, etc.) to view lender and business participation in DCEO’s loan programs, including sharing notes/comments about engagement/interaction other offices have had or other DCEO programs that businesses/lenders may be involved with.

2. Application Intake

a. Ability to accept external applications from applicants which could include the general public or institutions.

3. Workflow Management / Approval Workflows:

a. General: Ability to set standard and customizable workflows, including guidance/checklists for staff when reviewing projects in a certain phase

i. Automate the entire loan lifecycle, from application intake to funding disbursement.

ii. Implement automated workflows for approvals, compliance tracking, and reporting reminders.

b. Application and Eligibility Review: Ability to receive or set up applications and have a specific set of review workflows for staff to assign a reviewer, manage the submitted documents, go through a checklist of tasks, approve/reject items, and insert comments/notes

c. Post-Approval Review: Ability to start another set of workflows once an application has been approved, for DCEO staff to process the application or project and communicate or prepare to communicate with the applicant.

d. Document Storage: Retain documents involved in the application and workflow processes for easy access/reference

e. Tracking: The ability throughout workflow management to track time through the system, origination dates and deadlines, and alerts based on specific deadlines

i. Automate the loan review and approval process, allowing DCEO staff and external review partners to track progress, leave notes, and manage approvals within the system.

ii. Include workflow tracking for document submission and reviewer actions.

4. Loan / Project Profiles and Data Management

a. Ability to create a loan or project (which could contain multiple loans) profile with key information about the loan and functionality to attach/store documents associated with the loan or project.

b. Requires the ability to establish a loan based on administrator (DCEO user) set criteria including loan type (traditional, participation, forgivable), term, interest, repayment schedule, loan participation amount or percentage, adjustable principal and/or interest forgiveness terms, and customizable amortization schedule.

c. Data fields associated with the project / loan may be used for the processing of transactions, analysis, and reporting

d. Data Management

i. Provide a centralized data repository to store and manage all loan-related documents, including applications, supporting documents, agreements, and compliance reports.

ii. Enable the system to generate loan applications and track applicant history within a single platform.

iii. Allow document uploads and version control for streamlined record-keeping.

5. Analysis and Reporting

a. Project Level: The ability to assess a specific loan project based on defined criteria

b. Portfolio Level: The ability to assess characteristics in all or a select portion of active loan projects such as the i) overall risk profile and ii) default scenarios and implications (e.g., simulations, modeling, etc.)

c. DCEO Financials: The ability to understand our overall cash flow position with allocated loan funds, such as active incoming / outgoing based on current status or projections, including expected interest and/or fee payments

d. Reporting

i. Project/Business: Ability to generate reports based on a specific project or entity. Enable quarterly reporting for program participants, capturing progress, expenses, and compliance status.

ii. Portfolio Level: The ability to generate portfolio-level reports on a set of loans, the active portfolio, historical portfolio, or some combination

1. Misc: For example, generating reports based on specific performance goals or metrics, returns, geographic or demographic characteristics, etc.

iii. Customizable: Set up specific customized reports including based on state and/or federal reporting requirements. Generate real-time, customizable reports on loan performance, disbursement status, financial metrics, and participant demographics.

iv. Report Intake: Ability to set standard or custom reporting requirements for loans, receive those documents/reports through an intake or upload them to a lender or specific project/loan.

e. Miscellaneous:

i. Provide dashboard analytics to visualize program impact and trends.

ii. Incorporate loan amortization reporting, including schedules that show principal reductions, remaining balances, and repayment projections where applicable.

iii. Functionality to report outstanding balances, interest accrual (if applicable), and repayment milestones where necessary.

6. Monitoring / Portfolio Management:

a. Modifications: Ability to modify projects and update project or loan profiles. A preferred functionality is showing a history of any changes to the project or loan.

b. Alerts: Ability to set up alerts based on milestones or deadlines.

c. Enable delinquency tracking and automated notifications for missing reports or compliance issues

7. Financial Processing

a. Currently, DCEO must use a grants system (eGrants) and GRS to process loans.

We would like to move to a loan-focused system that integrates with our accounting system (SAP), including originating our participation in loan projects and passing the required information to DCEO’s financial system, SAP.

b. Ability to create a formattable loan contract document, which through the system can be routed to signers for execution, producing a final version in Adobe PDF.

c. Ability to create a formattable loan contract document which can pass optional fields via an interface to the State’s ERP system (SAP).

d. Ability to initiate a payment request, and the ability to track the payment’s approvals via workflow prior to sending via interface to the State’s ERP system

(SAP).

e. Compatibility with State Systems:

i. Seamless integration with Illinois state financial and reporting systems, including SAP, and IOC.

ii. Ensure system compatibility with State accounting and fund disbursement processes.

8. Security

a. Ensure compliance with State and federal data security regulations, protecting sensitive participant information such as tax returns, Social Security numbers, and financial data.

b. Implement role-based access controls to limit access to confidential information.

9. E-Signature Functionality

a. Enable secure electronic signature capabilities for loan agreements and required documentation.

b. Integrate e-signature authentication to align with compliance requirements.

Advantage Illinois Loan System Requirements

1. CRM

a. Structure: Advantage Illinois’ primary customer is lending institutions and does not receive applications directly from borrowers. Borrower information will be included in the lender’s project application. Advantage Illinois will engage directly through borrowers through outreach, but all applications are submitted through a participating lender.

b. Financial Institutions:

i. Participating: Information on lenders currently enrolled in and/or actively participating in one or more of DCEO’s loan programs

ii. Participated: Retain historical information on lenders who have participated in a DCEO loan program but are not currently, and would likely be on the target list for outreach

iii. Target: Information on potential targets for outreach and relationship management to enroll a financial institution in a DCEO loan program

c. Business/Borrower:

i. Current Borrower: Information on business that has an active loan in one or more of DCEO’s loan programs

ii. Past Borrower: Retain historical information on businesses that had a loan in one or more of DCEO’s loan programs

d. DCEO: Option to assign view or limited editing rights to other DCEO offices (e.g., Regional Economic Development, Business Development, etc.) to view lender and business participation in DCEO’s loan programs, including sharing notes/comments about engagement/interaction other offices have had or other DCEO programs that businesses/lenders may be involved with

2. Application Intake

e. Structure: Advantage Illinois receives applications from approved participating lenders in the Advantage Illinois Participation Loan Program or Loan Guarantee Program. Applications should only be received from approved lenders, and depending on which program(s) they are enrolled in.

f. Lender: Hidden/limited visibility application that can be shared with a lender that would allow a lender to submit a package of forms to DCEO to apply for participation in one or more of DCEO’s loan programs; or the ability to take information from an application received outside of this system into an application profile that can be used in the workflow management and review processes.

g. Loan Project: Hidden/limited visibility application that can be shared with approved lenders that would allow an approved lender to submit a package of forms to apply for a specific project; or the ability to take information from an application received outside of this system into an application profile that can be used in the workflow management and review processes, such as a project for our participation loan program or loan guarantee program

3. Workflow Management / Approval Workflow:

h. Lender Review: Advantage Illinois will have separate workflows for reviewing, approving, and processing lender applications to enroll in one or both of the programs under the Advantage Illinois brand – a participation loan program or a loan guarantee program.

i. Project Review: Advantage Illinois will have separate workflows for reviewing, approving, and processing project applications from enrolled lenders in one or both of the programs under the Advantage Illinois brand – a participation loan program or loan guarantee program.

j. Funding Review: Advantage Illinois will have separate workflows for reviewing, approving, and processing transactions, including different processes for the the Participation Loan Program and the Loan Guarantee Program, and will also engage other internal offices like Legal and our Office of Financial Management.

4. Loan / Project Profiles and Data Management

k. Advantage Illinois loans and projects (which could contain multiple loans) will be associated with an enrolled lender. It is possible that a borrower could have different loans with different lenders.

5. Analysis and Reporting

i. Federal Requirements: Advantage Illinois needs to be able to designate loans that are funded through state funds versus federal funds, which includes proper designation for state and federal reporting requirements.

Federal reporting requirements for cash management and quarterly, annual, and special reports can be found on the U.S. Department of the Treasury’s website for the State Small Business Credit Initiative.

6. Monitoring / Portfolio Management:

https://home.treasury.gov/system/files/136/SSBCI-Reporting-Guidance.pdf

l. Federal Requirements: Advantage Illinois needs to be able to designate loans that are funded through State funds versus federal funds. This designation may affect monitoring rules.

7. Financial Processing

m. Currently, DCEO must use a grants system (eGrants) and GRS to process loans.

We would like to move to a loan-focused system that integrates with our accounting system (SAP), including originating our participation in loan projects and passing the required information to DCEO’s financial system, SAP.

n. Advantage Illinois needs to be able to designate loans that are funded through State funds versus federal funds. This designation will affect financial processing in addition to reporting, analysis, and monitoring.

9. E-Signature Functionality

Rights: The type of signature including digital signature may be required could differ based on the type of document used.

OE3 Cannabis Social Equity Loan Program System Requirements

1. CRM

a. Provide a system to manage DCEO’s Cannabis Loan Program relationships, including current and potential borrowers, and stakeholders. The primary customers will be borrowers or potential borrowers, while secondary customers include stakeholder groups, technical assistance providers, and other governmental agencies involved in cannabis equity initiatives.

b. User Rights & Access Controls:

• Enable role-based access controls to grant view-only or limited editing permissions to designated DCEO offices (e.g., OE3, RED, etc.) for collaboration on borrower engagement.

• Allow internal teams to log notes/comments on borrower interactions, funding status, and engagement history with DCEO programs.

• Provide cross-program visibility to track whether businesses are involved in multiple DCEO loan or grant programs.

c. Integration with Other Systems:

• Data import/export functionality to facilitate the transfer of contact information, communication history, and applicant data between systems (i.e., Salesforce, Smartsheet, Constant Contact, etc.).

d. Communication & Engagement Tracking:

• Automated email campaign management to streamline borrower outreach and program updates.

• Ability to log and track applicant and borrower inquiries, creating a centralized record of communications.

• Customizable reporting on borrower engagement, program interest, and funding status.

2. Application Intake

a. Online application submission portal with secure login access for applicants.

b. Automated tracking system for applicants to check submission status, receive updates, and upload additional documents.

c. Pre-screening and eligibility validation tools to ensure applicants meet program criteria before submission.

d. Automated notifications for incomplete applications or missing documentation, prompting users to complete their submissions.

e. Dashboard for internal reviewers to track submitted, pending, approved, and declined applications.

f. Ability to integrate with CRM and portfolio management tools for a streamlined applicant experience.

g. Functionality to import applications received outside the system into an application profile, allowing full use of workflow management and review processes (e.g., for Direct Forgivable Loan projects).

3. Workflow Management / Approval Workflow

Approval Workflow

a. Automate the loan review and approval process, allowing DCEO staff and external review partners to track progress, leave notes, and manage approvals within the system.

b. Include workflow tracking for document submission, reviewer actions, and payment or funding approval.

Automation

a. Automate the entire loan lifecycle, from application intake to funding disbursement.

b. Implement automated workflows for approvals, compliance tracking, and reporting reminders.

c. Enable delinquency tracking and automated notifications for missing reports or compliance issues.

d. Include loan amortization functionality to track outstanding balances, interest accrual (if applicable), and repayment milestones where necessary.

4. Loan / Project Files and Data Management

Data Management

a. Provide a centralized data repository to store and manage all loan-related documents, including applications, supporting documents, agreements, and compliance reports.

b. Enable the system to generate loan applications and track applicant history within a single platform.

c. Allow document uploads and version control for streamlined record-keeping.

5. Analysis and Reporting

Reporting and Analytics

a. Enable quarterly reporting for program participants, capturing progress, expenses, and compliance status.

b. Generate real-time, customizable reports on loan performance, disbursement status, financial metrics, and participant demographics.

c. Provide dashboard analytics to visualize program impact and trends.

d. Incorporate loan amortization reporting, including schedules that show principal reductions, remaining balances, and repayment projections where applicable.

6. Monitoring / Portfolio Management

a. Comprehensive borrower portfolio management system to track loan status, repayment schedules, and compliance requirements.

b. Automated alerts for upcoming milestones, such as reporting deadlines, loan forgiveness eligibility, and compliance check-ins.

c. Integrated performance tracking tools to monitor borrower business sustainability, operational progress, and financial health.

d. Historical tracking functionality to maintain records of multiple funding rounds per borrower.

e. User-friendly dashboards for staff and borrowers to view loan status, obligations, and outstanding tasks.

f. Integration with CRM and data management systems to align borrower information across platforms.

7. Financial Processing

Compatibility with State Systems

a. Seamless integration with Illinois State financial and reporting systems, including SAP, and

IOC.

b. Ensure system compatibility with State accounting and fund disbursement processes

c. Ability to create a formattable loan contract document which through the system can be routed to signers for execution, producing a final version in Adobe PDF.

d. Ability to create a formattable loan contract document which can pass optional fields via an interface to the State’s ERP system (SAP).

e. Ability to initiate a payment request, and the ability to track the payment’s approvals via workflow prior to sending via interface to the State’s ERP system (SAP).

8. Security

Security

a. Ensure compliance with State and federal data security regulations, protecting sensitive participant information such as tax returns, Social Security numbers, and financial data.

b. Implement role-based access controls to limit access to confidential information.

9. E-Signature

E-Signature Functionality

a. Enable secure electronic signature capabilities for loan agreements and required documentation.

b. Integrate e-signature authentication to align with compliance requirements.

B.2. VOLUMES & QUANTITIES

Loans Processed

Advantage Illinois

Year Number of Loans 2020 16 2021 51 2022 97 2023 149 2024 188

• There are currently over 800 historical loan records included in the database, of which more than 550 are active loans. This represents approximately 50GB of data that will need to be migrated to the new system.

2020 2021 2022 2023 2024

Advantage Illinois Number of Loans

Loans Processed

Cannabis Social Equity Loan Program – Direct Forgivable Loan

Year Number of Loans Round 1 33 Round 2 23

B.3. AREAS OF CONCERN/CHALLENGES

One of the major areas of concern deals with integration of the proposed system with the different State platforms currently in use. As stated in the overview above there are multiple types of loans being managed and disposed of in the State’s current system. The ideal vendor will be able to demonstrate a history of working through such integrations and providing services that are seamless in their implementation.

Additionally, integrations with Okta, and communication and data transfer between the Offeror’s system and the State’s SAP system are integral to a successful transition.

Other potential areas of concern are migration of data, cyber security, hosting and availability, technical support, and response time when reporting issues to the offeror or issues being reported from the offeror.

B.4. FIGURES, DIAGRAMS, & REFERENCE DOCUMENTS

E-Signature Requirements

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

• Technical response

• Offer to the State of Illinois Information and Technology

• Commitment to Diversity

• 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.

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

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.

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

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 08/20/2025. 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. PRE-SUBMISSION CONFERENCE

The Agency may conduct a Mandatory or Non-Mandatory Pre-Submission Conference, listed in the “Pre-Bid Conference:” field of the BidBuy posting. Please refer to BidBuy for this information.

If attendance is mandatory, Offeror (current contractor included) will be disqualified and considered non-responsive if Offeror does not attend, is not on time, leaves early, or fails to sign the attendance sheet. Offeror must allow adequate time to accommodate security screenings at the site.

Join from the meeting link https://illinois.webex.com/illinois/j.php?MTID=mff9c7e63fd31f323b6ca8431f8aefdf4

Join by meeting number Meeting number (access code): 2634 913 7238 Meeting password: 2Yt3bZpbpn2

Tap to join from a mobile device (attendees only) +1-312-535-8110, ,26349137238## United States Toll (Chicago) +1-415-655-0002, ,26349137238## US Toll

Join by phone +1-312-535-8110 United States Toll (Chicago) +1-415-655-0002 US Toll Global call-in numbers

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 .

https://illinois.webex.com/illinois/j.php?MTID=mff9c7e63fd31f323b6ca8431f8aefdf4 https://cpo-general.illinois.gov/sell-2-illinois.html 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 08/20/2025. See the Utilization Plan for NIGP codes used to establish this goal.

BEP Goal: 4%

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.

NIGP Codes: 208-11, 920-24, 958-77, 924-40

C.10. 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 08/20/2025. 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.11. 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.

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

C.12. TERMS AND CONDITIONS

Information and Technology Standard Terms and Conditions will become a part of any resulting contract. To view the Information and Technology Standard Terms and Conditions, please go to https://cpo-general.illinois.gov/solicitation-and-contract-templates.html.

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.1., F.2., F.3., F.4, F.5., F.6., and F.7. The State evaluates the Technical Requirements without consideration of price.

D.3.1. Total Number of Points Available for Technical Requirements is: 1730

D.3.2. Offeror shall complete and return Sections F.1., F.2., F.3., F.4, F.5., and F.6.

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 Qualifications and Experience 100 Project Management Technical Proposal 190 Proposed Technical Solution 1,125 Demonstration 315

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 346 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 the Offeror meets the set goal for contracting or subcontracting with businesses owned by women, minorities, or persons with disabilities or completed a Good Faith Effort Waiver for this procurement. 5% Category 2 – Subcontracting/Contracting with any WMD businesses (not limited to BEP vendors) - Whether the Offeror has contracted/subcontracted within the prior calendar year with 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 who identify as women, minorities or person with disabilities. 10% % of individuals in management /supervisor positions who identify as women, minorities or person with disabilities. 13% % of total staff who identify as women, minorities 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 2076

D.5.2. The top three (3) scoring Offerors of the available (Technical and Commitment to Diversity) points will be eligible for demonstrations.

D.5.3. All Offerors who proceed to demonstrations will be eligible 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 415 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 1730 (Technical) + 346 (Commitment to Diversity) + 415 (Price) = 2,491 maximum available points.

Section E. ADMINISTRATIVE REQUIREMENTS

E.1.